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Does it seem like your days are like a fire drill? Would you say that your actions and activities are controlled by emergencies, problems and unexpected changes most of the time? Well my friend, you are operating your business in the mode of "crisis management."
Thousands of books are written on the subjects of effective time management and personal organization. Why? Because it's something that everybody wants. There's not a sales professional in the business who wants to live in a crisis management world. But many do. Perhaps you are one of those people and you are looking for a way out.
Here it is: - Believe you can do it
Your head has to be in the right place if you truly want to change things. Don't surrender to crisis management by thinking: "Oh well, that's the way the business is. I can't do a thing about it." With that attitude, you never will. Tell yourself: "I can eliminate 80% of the crisis management I deal with if I really want to." Others have done it, so can you!
- Get to the source
Take a few minutes and write down the various crisis management problems you deal with on a monthly or even weekly basis. Perhaps your list will include "last minute closing rushes" or "lost paperwork" or "excessive client demands." Really think this through.
To eliminate some of your problems areas, you have to find them first. Look for patterns. Is it the same crisis week after week? Is something (or someone) the cause of this crisis? You begin to see a pattern emerge.
- Practice "Fire Prevention"
Instead of being a fire fighter; be determined to put out these fires before they start. How? Take action! If you have far too many last minute closing rushes because your support staff isn't doing a through job at pipeline management, start to schedule a one hour a day meeting to sit side-by-side and review status on every client. If you are guilty of too much lost paperwork, create a new color-coded file systems or documentation checklist forms and use them with every loan.
Perhaps certain clients are placing excessive demands and 11th hour pushes on things. Visit that client and talk with him or her about better ways to communicate. Be frank in saying how difficult it is for you to give them the great service they deserve when such pressing demands are happening so often. More than likely, your client will understand and empathies with your situation. If he or she does not, pull away from that client and work with a different business partner who treats you and your time with respect. Think you can't do that? You can? Many others have!
- Don't Create Emergencies
Remember, everything isn't a crisis. Often times we will turn simple client request or tasks into emergencies for no real reason. If it needs to be done now because it is a real emergency, do it now. If it can be done a little later, make a note to take action this afternoon. If it can wait, put it on your to-do list for tomorrow. I believe that half of the "crises" we respond to isn't a crisis at all. We make it one.
- Stick to Your Guns
Once you have created a better mindset that you can change things, identify your reoccurring crisis, taken steps to fix some and put your problems in perspective, stay with it. You've come a long way to change your view of your business and how it should be run. Enjoy the extra time and job satisfaction you have given yourself! You earned it!
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