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How to Manage Busy Times: 9 Tips From Pros
When work piles up and deadlines loom, it's easy to feel overwhelmed – here's how to keep your cool and get it all done
Georgia Madden
12 October 2021
The building and renovating industry in Australia is booming right now, which is great news if you’re a small business owner specialising in residential design. While having too much work on your plate might sound like a very good problem to have, the truth is it can also be the fast track to stress, broken timelines and emotional burnout. As we head into the lead-up to Christmas – a notoriously busy time for those in the residential trade – take some tips from these three pros, who have all learnt to master the juggling act.
When to expect busy periods
With most businesses, certain times of year are typically busier than others. “For me, it’s mostly after the school holidays when families have returned from trips and the kids are back at school,” says Kristin Stojcevski, interior designer and owner of Rocco Revolution.
“I notice a surge in client activity during winter as clients prepare to enjoy their home in the warmer months or perhaps get ready to sell,” says Allie Duval, director at Coastal Hamptons Design Studio. “Spring also sees new homeowners wanting to renovate a new purchase.
“Funnily enough, January never lets me down as I’m always sure to receive an inquiry or two from clients who are excited about renovating their homes, no doubt after the silly season when they have had plenty of time to think about what they would like to change,” she says.
With most businesses, certain times of year are typically busier than others. “For me, it’s mostly after the school holidays when families have returned from trips and the kids are back at school,” says Kristin Stojcevski, interior designer and owner of Rocco Revolution.
“I notice a surge in client activity during winter as clients prepare to enjoy their home in the warmer months or perhaps get ready to sell,” says Allie Duval, director at Coastal Hamptons Design Studio. “Spring also sees new homeowners wanting to renovate a new purchase.
“Funnily enough, January never lets me down as I’m always sure to receive an inquiry or two from clients who are excited about renovating their homes, no doubt after the silly season when they have had plenty of time to think about what they would like to change,” she says.
“My busiest times are usually towards the end of the year with projects that are scheduled for completion before the Christmas period sets in and the holiday closure of various businesses and trades,” says Jung Yun, principal interior designer at Studio Jung.
“Everyone wants everything finished before Christmas so it’s always a challenge to juggle work commitments and achieve project deadlines at this stressful time of the year,” she says.
“Everyone wants everything finished before Christmas so it’s always a challenge to juggle work commitments and achieve project deadlines at this stressful time of the year,” she says.
How Do These Pros Manage Busy Times?
Duval says:
1. Time management
Learning to establish clear times for work gives me a set schedule instead of just jumping in front of the computer simply because I can.
I also try to leave responding to emails for the start and the end of the day, unless absolutely necessary.
Duval says:
1. Time management
Learning to establish clear times for work gives me a set schedule instead of just jumping in front of the computer simply because I can.
I also try to leave responding to emails for the start and the end of the day, unless absolutely necessary.
2. Value downtime
Like all great start-up stories, in the beginning I was so excited to get a potential client inquiry that I found myself replying at all sorts of times of night. Often I would sneak client sourcing into spare minutes here and there just because I was so keen to please the client.
I quickly realised that not only was I not valuing my family time, but also getting tired more quickly and setting myself up to fail because I was setting client expectations that I would always respond after hours.
The short of it is that running a business is also about valuing downtime and how important it is to be present not only during business hours, but for family time afterwards.
Like all great start-up stories, in the beginning I was so excited to get a potential client inquiry that I found myself replying at all sorts of times of night. Often I would sneak client sourcing into spare minutes here and there just because I was so keen to please the client.
I quickly realised that not only was I not valuing my family time, but also getting tired more quickly and setting myself up to fail because I was setting client expectations that I would always respond after hours.
The short of it is that running a business is also about valuing downtime and how important it is to be present not only during business hours, but for family time afterwards.
3. Dedicate time to your business
It is important to set aside blocks of time to dedicate to your business, and not just five minutes here and there between the laundry cycles.
Segmenting this into specific work sessions can help you prioritise tasks such as marketing, working with new clients, design work and admin. Doing this has really helped me prioritise what I need to work on each week.
It is important to set aside blocks of time to dedicate to your business, and not just five minutes here and there between the laundry cycles.
Segmenting this into specific work sessions can help you prioritise tasks such as marketing, working with new clients, design work and admin. Doing this has really helped me prioritise what I need to work on each week.
4. Establish clear time frames for projects
At the start of each project, I speak to the client and set up a time frame for projects. We discuss expectations in terms of the process, how best to communicate and what the client can expect from me. I find this works well and lets the client understand my design process.
Find, follow and network with other pros on Houzz
At the start of each project, I speak to the client and set up a time frame for projects. We discuss expectations in terms of the process, how best to communicate and what the client can expect from me. I find this works well and lets the client understand my design process.
Find, follow and network with other pros on Houzz
How does Houzz Pro software help?
Houzz Pro has been amazing in helping me manage my day-to-day activities.
I love the Leads tab because it keeps track of active leads, tracks which stage of the process I am up to, and lets me write notes as I move through the initial process. It also sends me reminders to follow up with clients.
Houzz Pro has the amazing facility to manage my active projects with everything from mood boards, invoices, notes and even collaboration on ideas with clients where I can share concepts.
Houzz Pro has been amazing in helping me manage my day-to-day activities.
I love the Leads tab because it keeps track of active leads, tracks which stage of the process I am up to, and lets me write notes as I move through the initial process. It also sends me reminders to follow up with clients.
Houzz Pro has the amazing facility to manage my active projects with everything from mood boards, invoices, notes and even collaboration on ideas with clients where I can share concepts.
I haven’t loved technology in the past, but I just love how easy it is to navigate Houzz Pro.
Collectively, these Houzz Pro features are a tool that enable me to be more organised during busy periods. I couldn’t imagine going back to notes on pieces of paper or trying to do it myself anymore. It’s an amazingly collaborative software platform.
Collectively, these Houzz Pro features are a tool that enable me to be more organised during busy periods. I couldn’t imagine going back to notes on pieces of paper or trying to do it myself anymore. It’s an amazingly collaborative software platform.
Stojcevski says:
5. Plan ahead
Planning ahead gives us the opportunity to create a time buffer to manage unforeseen issues, such as delays with orders, documentation revisions and changes to building works that can’t be avoided.
6. Set clear expectations
I think it’s important to set clear expectations with your client. Maintaining transparency from start to finish keeps your client calm and informed of every decision made, which ultimately leads to a well-executed renovation.
5. Plan ahead
Planning ahead gives us the opportunity to create a time buffer to manage unforeseen issues, such as delays with orders, documentation revisions and changes to building works that can’t be avoided.
6. Set clear expectations
I think it’s important to set clear expectations with your client. Maintaining transparency from start to finish keeps your client calm and informed of every decision made, which ultimately leads to a well-executed renovation.
How does Houzz Pro software help?
Having all of our invoices in one spot means that we don’t have to waste any time sifting through paperwork to chase up orders and schedule deliveries.
Having all of our invoices in one spot means that we don’t have to waste any time sifting through paperwork to chase up orders and schedule deliveries.
Yun says:
7. Be super-organised
I rely on my organisational skills heavily and always dedicate time on weekends to plan the week ahead.
Every morning I assess my priorities and my to-do lists. It’s all about time management.
Being organised helps me stay in control and not get overwhelmed by all the tasks at hand. It also helps identify the most important priorities so valuable time is not wasted.
7. Be super-organised
I rely on my organisational skills heavily and always dedicate time on weekends to plan the week ahead.
Every morning I assess my priorities and my to-do lists. It’s all about time management.
Being organised helps me stay in control and not get overwhelmed by all the tasks at hand. It also helps identify the most important priorities so valuable time is not wasted.
8. Be realistic with commitments and project timelines
I generally like to allow a buffer of extra time for projects and aim to communicate any of my concerns or issues as early as possible so that clients are prepared and flexible to any changes of schedule.
Being realistic with commitments and project timelines helps me manage client expectations so I can enjoy the challenges of my job and go to bed feeling good about my day and my work.
I generally like to allow a buffer of extra time for projects and aim to communicate any of my concerns or issues as early as possible so that clients are prepared and flexible to any changes of schedule.
Being realistic with commitments and project timelines helps me manage client expectations so I can enjoy the challenges of my job and go to bed feeling good about my day and my work.
9. Stay balanced
Juggling work and family commitments is the norm for most people, but I think it’s important to remember to regularly take time out for yourself, to enjoy either alone or with family and friends.
Staying balanced and taking time out serves to remind me of the important things in life.
Juggling work and family commitments is the norm for most people, but I think it’s important to remember to regularly take time out for yourself, to enjoy either alone or with family and friends.
Staying balanced and taking time out serves to remind me of the important things in life.
How does Houzz Pro software help?
I originally purchased Houzz Pro to assist me with the administration needs of my business. Certainly, Houzz Pro has assisted greatly in this area, but I have to say the product management components of the program, such as the product sourcing and library, have become the most valuable benefits for my business.
They are a huge time-saver, especially when you are juggling a high number of projects and products.
I originally purchased Houzz Pro to assist me with the administration needs of my business. Certainly, Houzz Pro has assisted greatly in this area, but I have to say the product management components of the program, such as the product sourcing and library, have become the most valuable benefits for my business.
They are a huge time-saver, especially when you are juggling a high number of projects and products.
Your turn
How do you manage busy times with your business? Tell us in the Comments below. And remember to like this story, share it, save the images, and join the conversation.
More
Want more practical professional advice? Read more stories for pros
How do you manage busy times with your business? Tell us in the Comments below. And remember to like this story, share it, save the images, and join the conversation.
More
Want more practical professional advice? Read more stories for pros
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