Transcription – My Favorite Technique
for Completing Projects
Hi, Tracey Gritz here from TheEfficientOffice.com and founder of Be Productive Academy and the Align
Productivity Method and today I'm wondering have you ever started a project and then not completed it
or maybe you had a great idea that never saw the light of day or maybe you had goals and you have the
end result in mind but you are not to sure of the exact steps on how to get there. Well today I'm going
to share with you this free and super cool technique I use every time I set a goal or have a project no
matter how big or little. I mean if it takes 3 steps I don't use it but if it takes several steps, I definitely use
mind mapping.
Now you may have heard about it before and wondered what the heck is that. Well today I'm going to
show you, it's great, it's easy and I share it with all of my clients and also it's in lesson 3 of Be Productive
Academy, I'm showing you something that is inside of Be Productive Academy. Now this came from a
client. One of the things, one of his goals was to create a really effective stay in touch system for their
clients. Of course the goal is stay in touch, the project is stay in touch we put that right in the middle.
Brain storming, how many clients do you have? Well they have 1800 clients.
With 1800 clients, how do you, who gets the pick, right? Who do you stay in touch with? We have to
categorize those 1800 clients and then how do we categorize them. Well, we come up with an A, B, C, D
and F system, so that you can define what exactly an A client is, what exactly a B client is, there is lots of
clarity. Now I'm like what's an F client and F is friends and family. I thought that was pretty clever I
wanted to share it with you. D is doesn't pay on time, that would be a D client. Then however you would
define your A, B and C that is what we did and then there is a lot of clients, right, 1800. How do we
assign them? Who takes what clients? We needed to come up with a way to do this.
Let's see do we want to stay with those, are we going to send holiday cards and of the holidays let's pick
them or not. Do we want to do Thanksgiving? Do they want to do that? Do they want to do New Years? I
don't know. Now then he is like, yeah when we categorize them, now we know we've defined what an A
client, but now how often and what do we do to stay in touch with those A clients. These went over to
here and now we came up with exactly how to stay in touch what the system wants for staying in touch
with the A clients and then for the B clients. How often? Who was going to do it? Where was that
information was going to be stored? Etc. we did that for A, B and C clients. We are not going to stay in
touch with the D's and the F family and friends, they are already in touch with them.
Now then the next thing was okay, we need to have accountability, right. We have a team working on all
these clients. Now how do we keep up with all of that? Then okay, let's put it in the CRM and we found
out exactly we detailed the system for exactly how to do that with the process was for everybody and
then also we set up a thing in the meetings, it's really fun so that they have drawings and they have all
sorts of things for their stay in touch, when people stay in touch with their clients. This was a map for
this particular client.
Now I've had clients do, I just had a student in Be Productive Academy email me a picture of her, my
map and it was on get organized. First was her email, then it was her paper and then it was her desk and
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www.TheEfficientOffice.com
Transcription – My Favorite Technique
for Completing Projects
what she did was she just set email. I need one step is to de-clutter my inbox, to get all the 2010 emails
out of there. Anyway, you can use this for just about anything and everything.
Now I'd love to hear from you. In the comments below please share what about this was helpful for you
or what challenges you have when it comes to doing projects. Any question or productivity challenge, I
will answer via email or and also probably do a video about it. If there is something you'd like me to
address in a video, bring it on. Also if you found this video helpful, I would be so grateful if you shared it
with your friends and remember you, who you are and what you do matters in a big way. There is only
one you and the world needs your very special gift. I appreciate you so much. I hope you are making it a
productive day and until next time. Bye-bye.
The Efficient Office
www.TheEfficientOffice.com