This is the Transcript of the #WeddingMarket Chat on January 9th, 2013. #WeddingMarket Chat With Laura Stack The  Productivity Pro.
The answers were made on Twitter so responses will appear different.

Join Our Wedding Market Chats For Wedding Professionals Every Wednesday at 10:00PST, 1:00EST, and 6:00GMT (UK time) with the #WeddingMarket Hashmark On Twitter. Learn something new to help your business grow every week. The chats are hosted by Wedding Market editor Julie Albaugh (@juliealbaugh).

Q1: How did you become a Productivity Pro?

A: I started as a corporate trainer for TRW, then taught at the University of Colorado, then toured with CareerTrack. I opened my doors in November 1992, so I’m celebrating my 20th year in business in 2013. I’ve always been this way, in fairness. I used lists even as a young girl and wanted to keep my room clean.

Q2: What kind of clients have you worked with?

A: I work mostly with Fortune 1000 corporations, proving onsite training for their leaders and employees.  I also work with entrepreneurs via my webcast series, online video training, and other educational resources. Several are visiting my office in Denver on Feb 1 for my STACK ATTACK productivity makeover! http://bit.ly/V5Ppl8

Q3: Many Wedding Pros Find it Hard to create a “to-do” list every day. What should they do first?  

A: Every day before leaving your office, ask yourself, “If I got nothing else done tomorrow, what would I have to accomplish to have a productive day?” Write only 1-3 tasks on a sticky note or list. This is your HIT list (High Impact Tasks). The next day, get one of those done before you check your email.  Then you’ll have a Master List of all tasks you need to do at some point but don’t have to do today. I use TASKS in Outlook, sorted by Start Date.

The “Today” flag is now my daily to-do list. So you have three lists: HIT, Master, and Daily. You could also have a Not-to-do list if you’re a procrastinator.

Q4: How do they find the time for bigger projects when they never seem to have time to do them?

A: If you want to be a strategic enabler of your business, you must find the time to be strategic. First, create a project plan for each, listing steps and start dates. Then activate those dates into your time management system. Systematically work on pieces of the project with your daily activities.

Q5: How can wedding pros multi-task effectively?

A: You can’t literally do more than one thing at a time in the conscious mind. What you’re doing is switching. Some tasks require focus. Forward calls to voicemail. Close email. Shut browser. Create focus zone! Timers help. Set it for 30 minutes. Work on your focus task (writing, marketing, etc.) and don’t waiver! Write down anything you think about but don’t DO it.
Q6: What would you say is the biggest waste of time for most people?

A: Obsessively compulsively checking email as they come in. Email never arrives in priority order. It takes you off track from important tasks. Instead, turn off your global alerts in your settings. Then set a Rule so your email plays a sound when you receive an email from a certain person.

Q7: Many people complain about the volume of email they deal with on a daily basis. Do you have any tips for handling it?

A: Try my “6D System”: Discard, Delegate, Do, Date, Drawer, Deter. In email, this translates to delete, forward, reply, move to a task, file, or unsubscribe. I’m a Microsoft Certified Application Specialist in Outlook. Try my online training: http://www.TheProductivityPro.com/outlook . The key is to process the email inbox to zero a few times a day and to stop using it as a to-do list. If you don’t know where an email goes that requires a future response, I suggest you get more training on your software. iCloud and Microsoft Exchange and Amazon cloud all do that—trick is to pick one and be consistent.

Q8: Some pros work in an environment of constant crisis. How should they realistically schedule their day, when so much of their time is uncontrollable?

A: We can’t keep the uncontrollable from happening: that’s why we are in business. There are periods to take calls, texts, tweets, emails, etc. Use focus zone for 30-90 minutes so we can actually get something strategic done. Sounds crazy, but I actually check into a hotel every other month and have a strategy/thinking/writing weekend retreat to ensure no distractions.

 
Q9: Pros are tethered to their jobs with technology 24/7. How can a time taker be transformed into a time saver?

A: Make sure all your devices sync: anything you email on your phone is also on your tablet, which is also on your laptop, your desktop, etc.  iCloud and Microsoft Exchange and Amazon cloud all do that—trick is to pick one and be consistent.

Q10: How can tasks be ranked better as to importance?

A: I use the term Triage for tasks. P1: this can kill your business or client relationship,

P2: this will eventually become a P1 if don’t do soon;

P3: someone will be unhappy if you don’t do it eventually,

P4: no consequence of not going it (time wasters and procrastination)

Q11: You offer your Productivity Workflow Formula as a means to save time. How does the formula work??  

A: 1. Determine what you need to do, 2. Schedule time to do it, 3. Focus your attention,

4. Process new info, 5. Reduce inefficiencies, 6. Manage capacity

Step 6 is really important. Biz owners don’t always take the time to take care of themselves, and then they have no energy left.

Q12: How can we determine what is the productive work and what is unproductive?

A: Analyze the VALUE of the result produced. Is the time you spend on social media for example giving you a return you can measure in your business?

Q13:@LauraStack What is the first step an individual should take toward improving their productivity and time?

A: I would recommend and offer my productivity quizzes free of charge from my book on my site: http://bit.ly/VHj82b

Q14: What do you want the #WeddingMarket to take away from this chat?

A: The New Year has just started, and it’s a great time to get rocking and rolling on your time management, organization, and email systems! 150+ free articles at http://bit.ly/RGelj8 to get you started! And my blog is www.TheProductivityPro.com/blog

#WeddingMarket Question: Some of us work from home, whats the most important thing to keep on track when doing so?

Answer: Treating your home like your workplace! Don’t “go home” all day long. Have your workspace at home and set work hours, just like a “normal” person. I used to have a baby gate across the hallway leading to my office, so no pets, husbands, or kids can enter. Create the focus zone. You have to MAKE uninterrupted time.

#WeddingMarket Question: Is there a point where we CAN be organized or is it always a process of staying on top?

Answer: Trick is not to “get organized.” It’s having a system that keeps up with it as it goes. For example, you should never “clean out” your email inbox. You should process to 0 a few times a day. The trick is compartmentalization and scheduling. Bridal industry = tied to the calendar. It should be your best friend!

#WeddingMarket Question: discuss: Checking e-mail often – we’ve been told to respond to that lead within a matter of hours.

Answer:  Yes, so focus on something for an hour and then go back and check your email. Don’t check as coming in. I set a rule for my A1 clients to play a sound when they email. So then I know right away.