3 things you can do now to make 2015 a great year for your business!

We’re in the final countdown! Just two weeks remain in 2014.

Is your business ready for the new year? What changes will you make in 2015? Have you had time to think about and create a plan for the next four quarters in your business?

New Year’s resolutions areoften forgotten soon after the ball drops. What if you could spend just a smidge over an hour and give yourself a huge leg up on your business plans for the new year? Think of it as a way to actually make AND keep your resolutions this year.

This post is designed to help give you a head start on making 2015 a success without taking much of your time.

Let’s get started!

I’ve outlined three exercises below. For each you’ll be using the Pomodoro technique — blocking out three twenty-five minute windows between now and December 31st.

What’s the Pomodoro technique?

Glad you asked!

Pomodoro means “tomato” in Italian — and refers to using a tomato shaped kitchen timer to schedule uninterrupted blocks of time.

Pomodoro technique in 100 words or less:

Set a timer for 25 minutes and work only on the task at hand.

Don’t let anything distract you:

• You’re not suddenly hungry or in need of another cup of coffee.

• No bathroom breaks, no Facebook, no text messages.

• Turn off all alerts.

• This is a distraction-free 25 minutes — you can do it!

That’s right, three sessions of just 25 minutes each!

You can schedule all three on the same day or on subsequent days. If you do them on the same day, take at least a five-minute break in between — go for a walk around the block, get some fresh air, and then begin the next session.

What you’ll need:

• A timer—don’t be deterred if you lack a fancy tomato timer. Your phone or computer will work just fine.

• Pen and paper or a computer — some of us still brainstorm a bit better with pen and paper!

• Your calendar for 2015

That’s it. Now set your timer for 25 minutes and tackle one of the following planning exercises.

Planning exercise #1: Marketing

In this exercise you’ll plan your 2015 email marketing strategy. Have you been sending a monthly newsletter? If not, 2015 is your year. Intimidated by a monthly newsletter? Start with a quarterly one. Remember that newsletters don’t have to be long. In fact, short and sweet is usually best.

Set your timer for 25 minutes.

Step 1: Brainstorm topics

Jot down four topics that are relevant to your clients. For example, if you own a fitness business you might write down:

1. Nutrition

2. Maximizing results

3. Body composition

4. Improving strength

There! You have four topics, one each for your quarterly newsletter. Keep going — write down as many as pop into your head. Add notes next to a topic to remind you of the angle you want to take on it.

Do you have events in your business? Add those to your list as well. Upcoming events make for great eblast and newsletter content.

You might also consider including links to a couple of relevant resources like blog articles or podcasts. If any come to mind as you’re brainstorming, add those next to the topic.

Step 2: Create the schedule

Pull up your calendar and choose the dates when you plan to send your newsletter. Then schedule a couple of 25-minute blocks of time — first, two weeks before the send date, and then another one week before the send date. Use the first to draft and finalize your copy. Add an alert on your phone to notify you a day in advance so your subconscious can noodle on the topic.

If some time still remains on your timer, assign a topic to each date, like this: June 15th newsletter focus—body composition.

That’s it. You now have a schedule and topic starters to kick off your 2015 email marketing efforts. Next year when your calendar alerts you that you’re two weeks out from your first campaign, sit down and set another 25-minute timer to more thoroughly flesh out your draft.

Then, when you’re just a week out, create the campaign in MailChimp, Emma, or other email marketing service and schedule to send.

Planning exercise #2: Metrics

Set your timer for 25 minutes.

Step 1: Pick a metric, any metric

Identify a primary metric you’re looking to improve in 2015. You might have more than one, but for the purposes of this exercise choose a single metric — the one that you believe will have the greatest impact on your business.

Some ideas:

• Number of new clients per month

• Conversion rate

• Attrition or churn rate

• Net profit

Be sure you have a value associated with your metric — for example, 10 new clients per month, 70% conversion rate, and so forth. Once you’ve identified your primary metric take about ten minutes and do a brain dump — list anything and everything that you and your staff can do to ensure that you hit that target.

Have your list?

Read through it and circle the top two or three things that will have the biggest impact on that number. Then add actionable tasks to your schedule for January to put these items into play.

Step 2: Plan for regular review and assessment

Beginning with the first week in February, add a monthly calendar item to review your progress. Did you implement a new process and execute on the task? What was the result? Is your primary metric improving as you expected? What can you do differently? Who can you connect with that might offer guidance?

Each month during these monthly meetings you’ll assess the efficacy of your efforts. Be honest and critical — hold yourself and your team accountable. Make adjustments and schedule additional tasks that you think will help move the needle in the right direction.

Planning exercise #3: Systems

Set your timer for 25 minutes.

Step 1: Identify systems failures (or lack of systems)

Does your business operate as efficiently as it could? Are there things that you do in your business that currently require a significant amount of time? Are there things that frustrate you about your business? Can you streamline by using technology or other processes?

Identify and write down two key areas of frustration in your business or two areas where you know you aren’t operating as efficiently as you could. Frustration is often a symptom of poor or non-existent systems.

Some questions to ask:

• Do you have a documented process for hiring staff?

• Is your client referral program as effective as it could be? Do you have a client referral program?

• Can you do a better job of welcoming new clients into the business?

• Why are clients canceling? Are you tracking this? What’s the process for submitting a cancellation request? Do clients submit in writing or are they texting you?

• Are there any paperwork-intensive aspects of your business? Is there an application that can help minimize both paper and your time?

Step 2: Draft new process

Spend some time thinking about how you can improve the systems in the area you chose. It can be helpful to think about how other businesses in your industry handle this challenge.

Draft an initial new process. For example, if you need better systems for hiring staff you might draft the following:

What’s the job? (write a job description or update the one you have)

Where do you post the job listing? How do you solicit?

• Ask LinkedIn connections

• Post on any industry-relevant message boards

• Post on your blog and share on social channels

Find the right person

• Initial interview (Skype or in person)

• Second interview — meet with co-owners or other key staff on your team

• Competency test or live assessment

• Check references

Before they start

• Probationary period?

• Employee handbook

Step 3: Implement it

Pull out your calendar and schedule a task for any of the items that need completion before you can implement your new process. Need to revise a job description? Don’t yet have an Employee handbook? Block time in your schedule in January to tackle these. Wondering if there are better ways to assess a potential new hire? Reach out to colleagues in your industry and pick their brains. Schedule tasks for each of these items now.

If at all possible try to complete these tasks during the first six to eight weeks of 2015. If you do you’ll be set up to maximize your new process throughout the New Year.

Now, bring in the new year!

That’s it! Invest a little time before the new year in planning 2015 and see what an improvement it makes — in your business, in your attitude, and in your kick-ass resolution keeping! If you complete the three planning exercises above you’ll be well on your way to meeting your goals in 2015 — and the ball hasn’t even dropped yet!