THE

OF

PRODUCTIVITY

T H E R I G H T H I R E . R I G H T N O W. belaysolutions.com
What does it actually mean to be productive?
Todayʼs work environment has shifted over the past few years and, for many, returning to ‘how things have always
been doneʼ feels irrelevant. Now, more than ever, productivity is measured by results, however and wherever the
work takes place.

Productivity can soar for a hybrid workforce—the key is to learn how to equip your team and leverage their
productivity to maximize results while maintaining momentum to reach organizational goals.

Letʼs get started!

PRODUCTIVITY REDEFINED

Productivity is how employees—whether in-office, remote or hybrid—are assessed as to their efficiency in the
performance of their jobs.

How you choose to measure this will depend upon the job requirements and industry but generally, itʼs based on
the output of the employee within a specified period of time. Often, an employeeʼs productivity is evaluated based
on a related average of employees performing similar work.

Simply, productivity increases the overall efficiency of an organization. Typically, this reflects that all resources
are being leveraged for optimum performance levels. In business, increases in product output will result in lower
overhead and, in turn, provide a higher profit. Conversely, when productivity is overlooked, the result is often higher
costs for production and reduced profits.

What does this mean for profit?

Focusing on productivity—rather than solely profits and revenues—often results in a more successful company.
The gravity of this should never be ignored. While the main goal of a successful business is profitability,
productivity extends beyond that. If tasks are completed as efficiently as possible, payroll will decrease, employee
morale will increase, and customers will recognize—and appreciate—that your company is well-structured.

So, how and where do you, as a business leader, establish productivity within your company?

The first place to look is right under your nose.

W H AT Y O U R D E S K S AY S A B O U T Y O U R S TAT E O F M I N D

As successful leaders, you want to feel like you have everything together—and know what your personal and
professional goals are while leveraging to-do lists, project management software, and other organizational tools.

But, how many of you organize your desks, cars, and offices similarly to your task lists? Dave Ramsey once

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said, “Your physical desktop represents the organizational condition of your mind and maybe even indicates the
organizational condition of your whole company.”

Having read that—and nervously assessed your desk as you did—what message do you think your desk conveys?
Every day youʼre inundated by incoming projects and tasks. If youʼre not good at delegating and organizing, it can
become overwhelming—and you may lose control of your workspace.

Simply, your desk represents your state of mind. Maybe you’re running to tasks and projects reactively, instead of
being intentional and proactive about effective processes and long-term project goals. Granted, there are certain
things you likely need (and want) at your desk: a computer, headphones, pen and paper, etc.

If your workspace is feeling cluttered and contributing to the chaos surrounding your
productivity levels, itʼs time for a clean sweep. We suggest:

Dedicate five minutes at the end of each day to Keep it simple

cleaning your desk

Put away everything when youʼre done using it

Donʼt leave any dishes, cups or wrappers overnight

Use a whiteboard
Leave only essential items out

And last—but certainly not least —delegate when

Keep a planner accessible needed

Have—and use—trash and recycling bins

H O W Y O U ’ R E W A S T I N G 70- P E R C E N T O F Y O U R W O R K D AY E N E R G Y

Whether you lead a team of high performers or youʼre the high-performer in question, thereʼs a good chance youʼre
spending too much time on tasks that could easily be delegated.

Thatʼs what venture capitalist and former CEO of three companies, Bill Trenchard, shared with Inc. magazine in
this article. His time spent with dozens of CEOs showed that a full 70 percent of their time was spent on what he
called, ʻsub-optimalʼ activities.

However, he did find a few superstar time managers among his coaching clients and found that those leaders did
the same things consistently. We’ve experienced these same techniques getting used in combination with the
services of a virtual executive assistant—to completely alter how business leaders spend their days and set their
organizations on a path toward increased productivity and results.

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What do these leaders do consistently?
E M A I L T E M P L AT E S
Turning over your inbox, at least in part, to a virtual assistant will free nearly six hours on
average every day, without sacrificing timely responses. Work with your virtual assistant to
determine the most common requests and craft templates your assistant can send on your
behalf. Some of the most important responses will be to decline a request for your time and
involvement. A well-worded response in an email template, and an in-depth discussion with
your virtual assistant about which requests you want to accept, will prevent you from spending
unnecessary hours involved in a project.

E M A I L M A N A G E M E N T S T R AT E G Y
Leaders who optimize their workdays have a strategy for managing their email. Hint: Itʼs not
monitoring an inbox all day, every day. Effective leaders check their inboxes two to four times
a day, and leaders who’ve handed off their email management to an assistant report that it
revolutionized their workdays.

P L AY B O O K S
Leaders shouldnʼt spend their time writing step-by-step instructional manuals. If thereʼs an
activity you find yourself doing more than three times and itʼs not something that only you can
do, such as strategic planning, business development, and similar—then someone else should
take on this responsibility Dedicate time to documenting how you accomplish these tasks and
hand that document—along with the responsibility for results—to someone else.

W H AT, E X A C T LY, I S K E E P I N G Y O U F R O M B E I N G P R O D U C T I V E ?

The Dangers of Multitasking

We have been indoctrinated with the belief that multitasking is the only ʻ-tasking.ʼ However, multitasking may cause
more harm than good—especially if you’re bad at it.

Multitasking requires the ability to focus on the execution of multiple things at once—and the human brain is
simply not wired to do that. Consider the cognitive science findings of David Meyer, Director of the Brain,
Cognition & Action Library at the University of Michigan:

“You canʼt do two cognitively complicated tasks at “Too much access to the cerebral grid shuts down
once.” critical thinking.”

“Multitasking is...very often highly inefficient and “The conflicts triggered by incessant multitasking
could be dangerous to your health.” can set off chronic stress and slow you down.”

“Even the most adept multi-tasker will crash and “If you’re disciplined enough, you can map out the
burn trying to resolve simultaneous conflicting usage of your time in a way that minimizes your
demands.” exposure to interruptions.”

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Create a Zero-Tolerance List
What can you stop doing to devote more time and focus on the goals youʼve set? Here’s a possible list:

1 Social media 4 Instant email replies

2 Texting 5 Reading/watching news sites

3 Streaming services 6 Badges or notifications on your phone

It’s easy to lose yourself and your daily momentum with distractions. So, place them on your Zero-Tolerance List.

Now that youʼve listed what you should stop doing, letʼs move to how you can start accomplishing more.

5 SIMPLE PRODUCTIVITY STEPS

Executives, team leaders, and individual contributors of any company can benefit from these practices.

If you want a simple solution to complete tasks in a relatively short period of time, follow these five steps:

1 Decide how long you will work.

Donʼt plan based on, “Iʼll work as long as I can,” or “Iʼll work as long as I feel productive.” Set a specific length
of time and stick to it.

2 Tell everyone your plan.

Communicate your plan to everyone who needs to know. Interruptions are productivity killers so eliminate
them as best possible.

3 Start early.
Have you ever taken a long car trip for a vacation and left really early in the morning? Those first few hours
on the road fly by because youʼve stepped outside your norm. The same idea applies to work.

4 Take productive breaks, not rest breaks.

Momentum is everything. Donʼt take a walk, watch TV, or scroll mindlessly. Youʼll need breaks, but breaks
should not compete with your desire to accomplish your goals.

5 Donʼt quit until youʼre done, even if finishing takes longer than expected.
Stopping short is habit-forming. There’s a significant difference between a starter and an executor.

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P R A C T I C A L T I P S T O S AV E Y O U M O R E T I M E

At BELAY, we work with organizations of all sizes across the U.S. and Canada and see countless business leaders
who could benefit from more productive time management skills. Over the years, we have noticed interesting
habits that waste time and kill productivity.

Four Tips to Save Valuable Time

1 Invest the extra time upfront to teach someone else how to help you.
Set aside 30 minutes to train an assistant on how to do something you do in 15 minutes every week. Itʼs
worth it in the long run.

2 Donʼt be afraid to ask for help.

If someone is hired or has volunteered to assist you, they want to be able to help. Delegate dinner
reservations with clients, booking travel, or meeting notes. If it will free you up to do what only you can do,
itʼs always worth asking.

3 Set proper expectations.

You set everyone up for success when you set expectations upfront. Communicate deadlines, where the
task falls in the list of priorities, and who needs to receive the completed project.

4 Embrace technology.
Look for ways to automate your systems. Save contacts, documents, notes, and any other key information
electronically—so itʼs easy to find. Set recurring appointments, use document management systems and
electronic task lists.

Protecting your time is not rocket science. Itʼs about the willingness to let others help you.

It’s about trusting someone to come alongside you and help protect your time as a leader. It could ultimately be the
best decision you make for you and your organization.

D E L E G AT I O N V S . D I Y : W H I C H I S R I G H T F O R Y O U ?

At some point, when a high-performing employee is excelling, they come to a place where productivity reaches the
intersection of ʻDo It Myselfʼ and ʻDone For Me.ʼ

The former protects your money, the latter protects your time. So, what will you protect?

Many high-capacity go-getters can task away without needing assistance. They blow through tasks and think it
would take them longer to teach an assistant than just to do it themselves. Sound familiar?

The fallacy in this notion is that when you sum up the amount of time the task(s) take up over an extended period,

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it ends up being way higher than it would be to train someone qualified to help.

Hiring an assistant to execute tasks and get a job done is not a luxury. It is just plain smart. Chances are, they can
do the job better than you, quicker than you, and more productively. Your pride—not your budget—prevents you
from delegating so you can focus on leading well.

To put it in the clearest perspective, money is fluid; it comes and goes. But your time? Time is finite. Protect it at all
costs. You can either use it wisely or waste it. The decision is yours.

You’ve cleared your desk, learned new ways to save time, and discovered great resources to help you delegate. The
thing is, tools can help you be more productive with your teams, too.

5 E S S E N T I A L C O L L A B O R AT I O N T O O L S

Research has shown that virtual teams are just as, if not more, productive than their in-office counterparts.

And thatʼs a good thing because todayʼs work environment is substantially different than it was just a year ago—
and, for many, it shows no signs of returning to ʻhow things have always been done.ʼ

So, whether your staff works from home or in a brick-and-mortar office—or both—now, more than ever, the tools
with which we equip our teams to maximize their collaboration prove paramount.

Inarguably, there is a slew of novel technologies developed to support this endeavor.

The top five virtual collaboration tools we use at BELAY:

Zoom
Thereʼs no replacement for face-to-face interaction. However, video conferencing applications such
as Zoom allow virtual teams to maintain efficient communication from anywhere It also allows
meeting participants to share presentations, screens, and other content in real-time, as well as the
ability to send official email invites to clients for a more professional appearance.

Google Documents
Thereʼs a wide variety of document collaboration tools out there, but Google Docs remains the gold
standard. Itʼs a streamlined, no-nonsense platform that allows team members to collaborate on
a document from anywhere. Docs also provides ample cloud space in Google Drive to share and
exchange files. Arguably the best feature? Itʼs free.

Slack
Slack claims to be ʻ … a collaboration hub that connects your organization—all the pieces and the
people—so you can get things done.ʼ And weʼre here to corroborate those claims.

With Slack, you can collaborate online—just as you would in person—by bringing the right people
and information together in a one-stop shop to communicate efficiently, stay connected, and get
things done—faster. Fast, efficient. and communicative? Thatʼs (productivity) music to our ears.

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 Asana
Asana is a cloud-based software that facilitates colleagues within an organization to track and
manage the progress of projects. Simply, tasks are created to monitor individual contributions to a
larger, collaborative project.

Teams can add tasks, assign them to colleagues, set due dates, comment, and share relevant
documents while notifications on the status of each task—and their approaching deadlines—
are sent to your inbox. Best of all? Itʼs customizable. Want to work in a way that is driven by
conversations? Asana can do that. Prefer to work in a way thatʼs driven by tasks? Asanaʼs got you
covered, too, so every team has the opportunity to collaborate and stay on track in a way that is
most productive for them.

Grasshopper
Grasshopper is a phone service, designed to work on top of your existing landline or mobile
service. Like many virtual phone systems, Grasshopper offers a mobile app that allows you to
make and receive calls from your business number—even when using your personal mobile
devices.

There are literally hundreds of websites, platforms, and applications designed to help virtual teams connect and
collaborate. We couldnʼt possibly list them all, but these five are a great place to start.

Remember: Donʼt work harder when you can work smarter!

We would be remiss, however, if we didnʼt point out how all of these changes weʼre proposing might impact your
culture. So, how exactly do you delegate and be more productive without messing up the status quo in your office?

HOW TO MAINTAIN A HEALTHY CULTURE WHILE INCREASING PRODUCTIVITY

Healthy Growing & Company Culture

If you’re finding thereʼs more work to do than there are hours in the day, it might be time to increase your staff
headcount. It’s normal to feel apprehensive when youʼve grown faster than you anticipated.

However, we want to help alleviate your concerns by offering tips for how to navigate an evolving team.

Results Over Availability

Building a business from an idea to achieving long-term success is no easy task. While growth is always the goal,
growing too quickly can lead to the inability to keep up with employee needs. Grow too slowly and you might not
make payroll.

Whether you lead an in-office, remote, or hybrid team, benefits such as in-house daycare, paid maternity/paternity
leave, flex-time, remote opportunities, and hired contractors are a growing trend. Gone are the days when an
employee clocked in at 9 a.m. and clocked out at 5 p.m. The corporate culture is shifting and evolving.

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Productivity is no longer measured by how long youʼre at a desk—or if you came into the office at all; itʼs all about
results.

Tech For The Win

Technology has revealed opportunities for businesses to truly show how much they value and respect their
employeesʼ needs. Experts have seen impressive productivity increases when workers are given flex-time and
remote access.

According to a ConnectSolutions Study, “Seventy-seven percent of remote workers get more done in fewer hours
thanks to fewer distractions like meetings, conversations, and noisy coworkers.”

It allows employees to work at the times they are most productive and in an environment in which they are most
comfortable. Individual or team check-ins can be done with the latest video, phone or messaging technology and
apps. Given the chance to meet the needs of their life outside of the office, most employees become even more
invested in the company that places such value on their personal needs. This is, however, contingent upon the
individual, their personal discipline, and the policies stipulated by the employer.

Additionally, it cuts expenses for the employer who has a dispersed workforce. People working remotely donʼt
require employers to pay for office space, equipment, heating/cooling, electricity, and certain types of insurance.

According to Global Workplace Analytics, “… employers can actually save over $11,000 per half-time telecommuter
per year, which is a lot of money when you think about all 3.7 million employees who currently work from home
at least half the time.” Sick and personal time off decreases as well. These studies seem to show that while the
productivity argument can be manipulated, the decrease in overall expenses to the employer is without dispute. By
giving employees the freedom to work remotely, productivity increases, expenses decrease and you’ll have a much
healthier team to work with.

Businesses recognize the benefits in offering remote opportunities and hybrid models may be the new way
forward. This is simply just an idea to consider as you start to evaluate the power of productivity within the
organizations you lead.

A New Reality
As you grow in numbers, the plans for scaling your workforce start by thinking of what you want your culture to be
in five years.

Be careful to not get stuck in the past with how you approach your employees and their needs. Stay on top of
new trends in business models, technology, and employee benefits. Do your best to invite employees into the
conversation and you will be rewarded with reminders of why you hired these amazing people to begin with.

A team that works and plays well together is your most profitable asset.

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HOW CAN A VIRTUAL SPECIALIST HELP WITH PRODUCTIVITY?

Many of our clients come to us because their businesses have outgrown their available time.

These leaders find themselves buried under the details that come with a successful venture and are in danger of
drowning in those responsibilities.

A VIRTUAL ASSISTANT CAN:

Protect Your Calendar
By working with your assistant to determine a work schedule that suits your needs, you’ll free
up a lot more time. Your assistant can handle all the back-and-forth of scheduling necessary
appointments, and help you prioritize your calendar more effectively.

Manage Your Inbox

According to some estimates, workers spend more than six hours a day checking emails.
Other studies show that it takes up 28 percent of an employeeʼs time. Virtual Assistants
shoulder the burden of email, acting as air traffic controllers of a leaderʼs inbox. A Virtual
Assistant can organize your inbox so itʼs more efficient for you.

Push Projects & Ideas Forward

Rather than spending hours of your week following up on vendors, contractors, and unpaid
invoices—delegate those time-consuming tasks to a BELAY Virtual Assistant. They can keep
your projects moving towards deadlines so you can focus on your portion of the project and
brainstorm new ideas.

Deal With The Details

BELAY Assistants deal with thousands of details every day for our clients—seriously,
thousands!

Confirming flights/hotels/car rentals, scheduling appointments, recording mileage expenses,

making phone calls to potential vendors or customers, researching new productivity tools,
transcribing meeting notes, posting social media updates, proofreading documents, writing
documentation, creating PowerPoints, updating project software or task management
applications, and the list goes on.

If you ever catch yourself wondering, “Why am I doing this task?” a BELAY Virtual Assistant can
tackle it.

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Businesses of all sizes—and at every tenure level—are at risk of bookkeeping mistakes.

Keeping the books and preventing blunders are a financial equalizer among all organizations. Itʼs just par for the
course of doing business. A Virtual Accounting Professional can help keep you in the driverʼs seat of your business
while they tackle the daily crunching of numbers.

A VIRTUAL ACCOUNTING PROFESSIONAL CAN:

Handle Your Bank Reconciliations

BELAY Accounting Professionals love numbers. They choose to spend their day deep in
your books looking for any potential problem that might be lurking as they reconcile your
various accounts. Accounting Professionals can serve as a strong spoke in the overall wheel
of organizational financial accountability. They can initiate conversations about identified
concerns, clarify and reinforce policies, help develop newer, better practices, and perform
reviews of legacy data to spot gaps and opportunities.

Compile Tax Documents & Work With Your CPA

Letʼs be honest: No one likes receiving a phone call from their CPA. Their phone call usually
ends with having to search for a missing document or receipt. This is where having a
dedicated Accounting Professional can be a tremendous timesaver. They will own this
communication and provide any needed documents to your CPA in a timely fashion.

Keep Your Books Organized

Business owners, new and veteran alike, may inadvertently blur the lines between personal
and business finances. They blend expenses, pay bills out of both accounts and build a case
for writing off a personal discretionary expenditure as a business deduction. Accounting
Professionals keep small businesses and entrepreneurs on target, on task, and more
accountable. Plus, they can recommend tools to maximize and segment expense tracking.

Deal With The Details

Though Accounting Professionals are not necessarily IRS-Certified Tax Preparers, through
experience, they may have developed an eye for applicable business deductions. These
could include professional development classes, matched funds contributed to employeesʼ
retirement savings accounts, home offices, hardware, supplies, repairs, and more. This is one
area where their know-how as finance generalists brings added value.

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A MARKETING ASSISTANT CAN:
Enhance Your Content
No one likes to stress over a blank page. With a Marketing Assistant you don’t have to
wonder what to say—or how to say it—ever again. Whether it’s blog posts, lead magnets, or
social media captions, a Marketing Assistant will write on-brand content targeting your ideal
audience. In addition to exceptional copy, your Marketing Assistant can work with a graphic
design team or utilize their own graphic design tools to create purposeful, targeted content
that moves your brand forward.

Create Content Calendars

Your Marketing Assistant will create a cohesive and strategic content calendar that aligns
with your company’s marketing goals. They will schedule social media posts, blogs, podcasts,
etc. — planning the upcoming month’s content to include any event promotion, holidays, or
other reminders. They will also conduct research to implement the most strategic cadence and
content for your calendar based on your audience.

Increase Communication & Engagement

Creating engagement takes time—and a lot of it. Your Marketing Assistant can dedicate
blocks of time to engage with your online community and streamline your communication.
From crafting intentional email campaigns to scheduling daily social media posts, they can
make contact with your audience daily. This includes researching, following, and intentionally
engaging with accounts and brands relevant to yours.

Provide Reporting
You can’t grow without the right information. Your Marketing Assistant will identify which
metrics are most important for your specific marketing goals and track your progress through
targeted reports. Whether it’s social media/email campaigns or webinar registrations, they will
provide integral data and analysis so that you can make better-informed marketing decisions.

Deal With The Details

Delegation is all about outsourcing the details that are taking up too much of your brain power
and time so that you can concentrate on bigger tasks. Your Marketing Assistant will deal with
all of the little marketing details that pop up like copywriting/proofing, pesky notifications, ever-
changing social media trends, and online community management. Leave the details to your
Marketing Assistant and get back to what you do best.

We get it—you canʼt just take our word for it. We need to put our money—and messaging—where our mouth is. Take
a minute to read these successful stories from BELAY clients.

When you’re finished, we’ll be ready and eager to match you with a BELAY Virtual Assistant, Virtual Accounting
Professional, or Marketing Assistant of your very own.

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CASE STUDY:

Nick Knapp
The Challenge
Since 1994, Knapp Business Solutions, Inc., has been a family-owned firm.
Nick Knapp trusted his co-workers fully—as in keys-to-his-house kind of trust.
Then again, it helps that they were family.
When the business continued to grow, as did the number of tasks and unread
email threads in his inbox. As a husband and father of a one-year-old, Nick was
continually faced with missing bedtime, something he cherished. He knew a
change was necessary.
Nick attended the EntreLeadership Master Series and went to BELAYʼs
breakfast session with Chris Hogan on delegation. However, delegation wasnʼt
his problem. As he worked through his tasks, and those he delegated to his
team, he realized that all of their plates were full, too. He was the lid on his own
business.
It was time to find help—but, how could he find someone he could trust like
family? Thatʼs where we came in.

The Solution The Results

Within a few weeks, he had a new BELAY VA, Cindy, and an inbox Within a month of hiring a BELAY VA, Nickʼs family
that slimmed down “… from several thousand untouched emails and staff noticed a difference. Because his VAs were
to about 40.” The relief was almost instantaneous, and he knew both proactive, he was able to be proactive with his
he had made the right decision for himself, his business, and his time.
family. “I didnʼt have this nagging in the back of my head,”
After the first few Zoom meetings with Cindy, he quickly learned Nick shares. “I used to need to sit down and take a
she could be trusted with the tasks he delegated to her. weekend to deal with my inbox or deal with all these
other things. “Now, my response to the actual emails
“I could spend hours dealing with my inbox or I could work on the I have to deal with are so fast because I only have
company,” Nick says. “Why force myself to do something I hate to deal with a very small subset and everything else
that is not anywhere close to what I need to be doing?” she handles for me. People love the fact that Iʼm
After giving his VA the reins to his inbox, he knew it was the super responsive, and for my family, it has made a
best decision. Not only was his inbox more clear, she was now huge difference.”
responding better to the correspondences formerly buried or given His inbox—and stress—were minimized, while his
a rushed—and stressed—response. limitations were recognized. Diane jumped in at
With that much-needed breathing room opened up, Nick was every opportunity to take things off his plate, and to
able to focus his energy on business strategy. Then, life threw the finest detail, completed with the care that was
Nick a curveball—as it so often does—and six months into their due. Those spreadsheets that used to steal all of
partnership, his VA was offered a full-time opportunity with his time? “Thatʼs Dianeʼs world,” Nick says. Now,
another client. Nick was happy for her but worried all of the his attention could focus on what truly matters, like
progress theyʼd made together would be lost. being home in time to tuck his one-year-old into bed.
Much to his relief, she had taken incredibly detailed notes on his “That was something that happened really, really
preferences and processes and even trained his new VA, Diane. quick,” he adds. “Within a month, I had enough stuff
“It was probably the easiest transition I could have imagined,” he off my plate that I was able to meet my goal of being
says. She jumped right in, full speed ahead. home by 5:30 p.m.—thatʼs been absolutely huge.”

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 NOW, IT’S YOUR TURN

Keeping your company productive and leading

with intention is no simple task. Hopefully, we've
provided you with tools and resources on how to
go about doing it better than before.

For you to successfully lead the charge and

maximize results, you simply need to change
the lens with which you view—and measure—the
power of productivity.

We believe in your ability to delegate. If, at any

point, you get stuck, you can trust that we're
always here for you! If you’re ready to reclaim
your productivity, simply fill out this form to start
the process of transforming your workday.

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 ACCOMPLISH MORE. JUGGLE LESS.

VIRTUAL ASSISTANTS • ACCOUNTING SER VICES • MARKE TING ASSISTANTS

B E L AY S O L U T I O N S . C O M

T H E R I G H T H I R E . R I G H T N O W. belaysolutions.com