How to Stay Organized as a Beachbody Coach

Josh Spencer BeachbodyI’ve been around in the Beachbody Business a long time, going on 8 years to be exact, and I’ve been fortunate enough to create a very large and successful organization. I’ve been through a lot of ups and downs, everyone who owns their own business goes through it, but there was one moment where I was stuck and couldn’t progress beyond 3 Star Diamond. For the life of me I couldn’t figure it out, but then I sat down with one of my mentors, who proceeded to tell me that my problem lied in my lack of organization and structure. I was all over the place, doing all of my tasks when they popped into my head, and answering emails, messages, and phone calls all at the same time. As a leader by example, if I’m not organized then neither are my Coaches. I knew I needed to change, and that I did, and with what I’m about to share with you I was able to go from 3 Star to 14 Star Diamond in a little over a year. Here are my tips on how to stay organized as a Beachbody Coach.

Beachbody Coach Organization Tips

(1) Schedule your entire day. Go out and purchase a planner and different colored highlighters and break down your entire day into tasks. For example, maybe from 7 AM to 7:30 AM you answer emails and messages, in which you would highlight blue, and maybe from 12 PM to 1 PM you hold calls with your Coaches and prospects, in which you would highlight pink. Make sure you include the most important tasks in your schedule, such as personal development, prospecting, brainstorming, and even spending time with your family. You might think it’s odd to schedule time with your family, but most people will get too caught up in the business that they neglect their family entirely, which can lead to many relationship issues. It’s OK to work hard to succeed, but success is not worth it if you chase away those who are most important in your life. And as I stated above, brainstorming is important as well. Maybe you spend 10-15 minutes every day in a quiet place, away from the kids, and think about different ideas that you can come up with to take your business to the next level. Once you come up with those ideas, write them down and try them out. If something works, keep it and share it with your team, and if it doesn’t, then don’t do it again.

Something important to note, too, is that you cannot let your tasks interfere with one another. For example, when you are reading personal development each morning, you should not have your computer open and answering Facebook messages. And when you are answering Facebook messages, you should not be texting or answering any phone calls that come in. And even more importantly, when you are spending time with your family, your phone should be flipped over on silent and in the other room. It’s very easy to see a notification pop up and have the urge to check it out. When you are spending time with your family, all of your attention needs to be on them. All your tasks throughout the day need to be completely separated.

(2) Limit call times to just 30 minutes. Too many Beachbody Coaches will get on the phone and talk for an hour and a half with a prospect or Coach. You can’t let that happen. Let your Coaches and prospects know ahead of time that you have just 30 minutes for a call. Once they have that expectation, it will eliminate small talk and the conversation will be more structured and focused, and you will be able to fit in more calls throughout the day. Once the 30 minutes is up, you end the call. With my schedule, being a full time Coach, my time for calls is between 12 PM and 4 PM. At 12 I will hold a 30 minute call and then promptly afterwards I start my next call. If there is a day where all 4 hours are not filled up with calls, which is actually pretty common, then I put in other tasks into those time slots.

(3) Some of your tasks are going to be permanent, such as holding calls and answering emails and messages every day, but there are others that are not going to be permanent. Schedule time throughout the day (maybe in between calls as I stated above), where you complete important tasks. To do so, you want to start with a separate “to-do-list.” On Sunday night of every week, take some time to write down all of the tasks that you need to complete throughout the week (not the ones already in your scheduler). Once you have all of your tasks listed, go through it and rank each task in the level of importance. For example, maybe you need to send your bank statements to your account, and maybe you need to create a video on staying organized as a Beachbody Coach. If you think the video is more important than sending your bank statements to your account, then rank that #1 and rank the task of sending over the statements #2. Then during the day when you are completing your non-permanent tasks, you would complete #1 first and then #2. Make sure you complete each task on your to-do-list every week in the order of importance.

(4) Stay off of Facebook when you’re not using it, and always stay away from the News Feed. This is one of the biggest Beachbody Coach productivity tips I can give you. It’s easy to get sucked into the News Feed and check out how others’ day is going. Before you know it, 30 minutes go by and you get nothing done. Facebook can be a major time sucker if you allow it to be.

(5) Answer emails and messages once per day, that’s it. Too many Coaches will answer an email or message and then check back later in the day to see if the recipient responded or not, and then respond back once again. If your time for answering emails and messages is between 7 AM and 8 AM, that is the only time throughout the day that you should be doing it. The only exception to this is if it is very time sensitive. For example, maybe someone is looking to purchase a Hammer & Chisel Challenge Pack. If they message you back wanting to know how to purchase, you don’t want to keep them waiting. I answer all emails and messages within 24 hours of receiving them, and my customers know and expect that.

(6) Write down your goals. Something that I did back in 2010 was purchase a large dry erase board and hang it in my living room. At the time, the living room was my office because I was living in a 2 bedroom apartment. I purposely hung it in there so that I could see it every single day. I wrote down all of my major goals I wanted to accomplish during the year, such as become the Top Beachbody Coach 2010 and 10 Star Diamond, and every morning when I was about to get to work, I would look at those goals, and that would keep me focused on what I needed to do that day to continue moving towards them.

I hope you found my tips on how to stay organized as a Beachbody Coach helpful. These are all things that I have done in the past and continue to do, and they have helped me achieve tremendous success. I can sit here and and say that if I didn’t do these things, I would not be where I am today. If you really want to become a successful Beachbody Coach, you have to organize and structure your entire day every day.

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