Checklists as a Simple Tool

October 17, 2011 by Raul Colon

Checklists are great tools to help us stay on track with many things. I have always used checklists to make sure everything was completed and to validate I did not miss out on something.

I see the checklist as one of the simplest tools that signals that there is a process in place. I am a big fan of processes although sticking with them is something I struggle with.

Keeping them simple

Every time you create a checklist you add tasks to whatever process you are trying to accomplish. The biggest problem that what might have started as a simple checklist can become a huge monster and something that instead of making the process more efficient or effective it does neither. Stay away from complicating a simple process.

Individual Tools

I use different types of checklists to handle my daily tasks. One of the checklists tools I use is Things that synchronizes on my Mac, iPod, and iPad. This way I can keep track of everything that is going on and create tasks on any of my devices (which I have at hand and ready to take notes and jot down more tasks). In the office I also make post it notes which I post all over my walls in different places depending on where the task should go.

When I don’t have my post it notes or I am out of the office I might also use a small notepad. Other than investing in Things software I have to say that the other tools are very inexpensive to acquire.

Easy to Understand

Where I think most checklists fail is when you really don’t have a clear idea of how to execute them. If you follow our first point of keeping it simple then it is easier to implement and have other team members follow your lead. Then if you can all use a similar system it makes it easier for getting team goals accomplished.

Tools for a Team

If you are working as a team there are many ways to keep checklists going some people use Google doc’s, email, or project management software. If you have a complex project using software like Podio might help you keep and assign tasks to other team members. Podio is free up to 25 users per project. If you are running a small and simple project Podio might be a bit of overkill so keep in mind that when you choose a tool it is suppose to improve and speed up the process. If the tool takes more time without enhancing the process you really should consider another option.

Checklists can be the simplest form of making sure you accomplish something but if not used consistently can be a waste of time and useless.

Why do you create checklists? How do you manage them?

What things have you found that make checklists useful or useless over time?

7 Reasons to automate some of your tasks

September 27, 2011 by Raul Colon

Not only am I a big fan of using software to get things done quicker and more precisely. Software has also given me a way to live for the last decade. From working at AOL when it came into Puerto Rico as a ISP (Internet Service Provider) to now running CIMA IT Solutions, technology has brought me a lot of great things and more importantly a reason to want to learn more and more on a the vast technological world surrounding us.

Why I Automate?

1. I don’t like recreating the wheel

In my case it makes it easier because later on I can probably take something that was already created and tweak it. Instead of recreating it I can enhance it make it more functional.

2. Learning New Things

I like to look for ways to make myself more effective and efficient. Although sometimes I run into a situation where I probably spent more time than if I would by testing a way to either make me more efficient or look for other options.

3. Having multiple backups

I can have multiple instances stored of whatever I am working on electronically. When you always have backups and also store a few remotely you end up having a copy of what has been done before. With paper once you lost it is gone. But it also takes a lot of space.

4. The Keyboard is My Friend

I remember in grade school where they always gave me a hard time because of my sloppy handwriting. I think over time it got worst. If you look at my handwriting now you can see that at 7 years old it was more attractive and pleasant. The keyboard has allowed me to communicate via writing so that others don’t have a hard time understanding what I write. I am more than sure that other people can relate to this.

5. Sharing with others at any location

When your process is automated it allows you to share with many others. If you have a team of resources and want to share with them something remotely, having your processes automated or even better yet accessible online can improve productivity amongst teams.

6. It saves time

Sometimes formatting a document or file takes more time than creating it. If you automate a process of data entry for those tasks and documents you re-create over and over again in the long run you will see huge benefits. Sometimes paying for software does bring a return on investment when you become more productive and make those on your team more productive. Think of the people hours consumed by processes that are done manually

7. It keeps the money flowing

I automated my billing to a certain extent with Freshbooks (Affiliate Link). I sit down one time and create a recurring bill that my clients receive every billing period. For a small business like me having software that helps me with billing is a life saving tool. Freshbooks even sends a reminder to those who have not paid you. If you are using other software where you have to manually input your recurring invoices over and over Freshbooks is a cost effective option that you can try for free with your first 3 clients.

Overall I see many opportunities for automating many things. The toughest part is dealing with people who are resistant to change and want to continue to do it the old way because they fear of failing when trying something new.

Being the Leader of the Pack

Since I love trying out new things I can clearly say that I am not afraid at failing when using a new technology or tool. Is you resisting change because of fear of failure? What is the worst that can happen you find out that the technology is not the right tool for you?

Fear of Investing In Technology Tools

If you fear losing money make sure you have someone to ask about technology and how it can fit your organization. For many years I have been the vendor agnostic strategist making sure that what my clients implement will bring results.

Make sure you have someone you trust when asking about implementing new technologies. Even if you are hiring them to figure it out it can turn into a healthier implementation.

What things have you automated? What things do you see a purpose in automating?

Trying To Delegate

September 10, 2011 by Raul Colon

Being able to delegate is something not many people are comfortable with doing. It can be difficult for a small business for the following reasons:

Sensitive Projects

If you are working on a sensitive project you don’t want the public to have knowledge of what you are doing until it is appropriate. As a small business owner I have opted to share many things that it might have been better to share at a later moment. If you have a sensitive project make sure you fill out a Non Disclosure Agreement that can safeguard you from others completely stealing your ideas and projects.

Finding Trustworthy People

Years ago I would trust everyone and many of you know what happens when you do that. Overtime I have begun to only trust a few people around me (which I refer to as the exceptions). For the last three years I have been focusing on identifying and filtering those people I trust and making sure I stay away from those that I don’t trust.

Lack of Processes

Most business always has flaws in their process (nobody’s perfect). In the case of a small business and start up it can get even more complicated because people are building the business more focused on processes on improving the products and services. They easily forget processes on the administrative and support side. If you don’t have an adequate process in place it becomes very difficult for you to delegate tasks to someone else.

Resources with the Right Expertise

Finding someone that knows what they are doing is the most difficult part of being able to delegate. Given how many people want an opportunity to work we all end up with resources that say they can do a certain task just because they want to earn income. Make sure you have a way to identify resources that are experts in the area you wish to delegate or outsource. Sometimes it is worth it having someone that you can hand them off the project and they take care of the rest.

Lack of Capital

If you don’t have the capital for resources it is a lot more difficult to delegate certain tasks. Maybe you need to outline what resources you have to offer to make sure you can get your business off the ground and get the much needed help. Sometimes it is a matter of looking at what tasks you can handover to someone else like cleaning your apartment, washing the laundry, or even cutting the grass. This way you can focus on the core things that are not as easy to delegate.

It is a huge plus when you have people you can delegate jobs to0. This will help greatly in reaching your business goals and healthy growth of your resource and business.

On my side I have struggled with getting most of the internal stuff delegated. I use many tools that help me keep afloat but I think I am at a point where I need someone to help us out which I can delegate many things too.

What things are you willing to delegate? Is it easy or is it difficult?

Let’s discuss any other ideas on how to take some things off you plate and have them completed.