If there is one thing that studio owners do not have an abundance of, it’s time. There’s always so much to do. Program planning, teaching, studio maintenance, emails, teacher recruitment, organizing concerts. The list is endless. Unfortunately, you can’t stop doing any of these things. They’re essential to the smooth running of your studio.
What you CAN do is optimize these tasks and make sure you’re not wasting a single moment of your precious time.
Here are our top 5 simple time saving tactics for busy studio owners. These tips will help you save hours of valuable time!
1. Use LastPass
Have you heard of LastPass? It’s basically a password management system that manages all your passwords for you. You install the extension on your computer (and any computer your staff use) and then you set a masterpass word that gives access to everyone who has it. I cannot tell you how much time this has saved us without having to send new passwords, sign people in and change passwords. It’s also fantastic if you have a high turnover of staff. You can quickly and easily change your master password without changing a dozen passwords every time a staff member leaves employment at the studio.
2. Active vs Reactive emails
Give yourself a rule to never check your email unless you’re planning on replying straight away. If you constantly check your emails all day, you are being reactive. If you set aside an hour to reply to your emails you are being active. Try to only spend active time in your inbox otherwise you’re just wasting time and energy without actioning anything.
3. Be aware of Attention Residue
This is also sometimes called multitasking. When we put all our focus on a task, then switch to another task, then switch back to the first task we are leaving ‘attention residue’ behind. Which means that every time you switch from the original task to another one, your energy and attention is reduced every single time. Yikes! So the next time you’re sitting down to get some marketing work done just be aware of Attention Residue. When you stop your marketing work to answer an email, bulk order toilet paper or call a costume hire place you are splitting and devaluing your energy and attention each time.
Give yourself a time limit of 50 mins and focus for that amount of time. Then move onto the next task. You can even keep a piece of paper next to you to jot down anything that pops into your head… but make sure you leave it for when you’ve completed your original task.
4. Split your email address
This is a big one I’ve seen across the board with studio owners. They have one email address where they receive all their mail. So one minute they’re answering an email from their mother and the next they’re dealing with a power company that supplies electricity to their studio.
Create a personal email address for family and friends and keep your work email address for studio enquiries only. This is a good example of not succumbing to Attention Residue. You’re either checking your work email or your personal email. Never both. Keep your eyes focussed on the lane you’re in!
5. Embrace the Inbox Slam
It is so much more efficient to answer ten emails in 50 mins than it is to answer them in dribs and drabs throughout the day. Keep your attention focussed for 50 mins, get it done and then don’t look at your emails again that day. On average most people check their email 15 times a day or once every 37 mins. What a huge waste of time! Use the Inbox Slam and save yourself those precious minutes.
Hope these tips have inspired you to tighten up your systems and make sure you’re saving time wherever you can.
Happy time saving!
All my best,