Managing your calendar for busy NYC entrepreneurs

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NYC business owners have enough to worry about with making sure they get paid on time by their customers. Missing a client meeting or an important event shouldn’t be one of your concerns. Whether you have a digital or traditional paper calendar, these tips will help you manage your calendar more efficiently and stay productive.

Color coordinate your calendars

If you use google calendar, outlook or another calendar tool, use colors to coordinate your calendar. Use multiple colors to differentiate your events so it’s easy to see your day at a glance. For example, select red for urgent tasks that require your immediate attention or green for meetings related to your finances.

Color coordinating also helps you see at a glance where you are spending your time. Are you spending too much time in one area and need to prioritize your tasks? Are you neglecting some tasks?  

Whatever color scheme you choose, it must make sense for you otherwise it will be difficult to manage and understand. One of our clients uses turquoise for all her daughter's events because it’s her daughter’s favorite color. Whenever she sees turquoise on her calendar it’s a visual reminder of sacred family time she doesn’t want to move for business meetings.

Work in time blocks

Schedule time blocks during the day when you only work on administrative tasks, marketing, social media, etc. Set a timer on your phone and once the allotted time is up, move on to the next task. Eventually, you’ll find that there’s enough time to finish tasks in all areas of your business and less items are neglected from your to-do list by following this method.

Write down appointments immediately

While we’d like to think we’ll remember to put an event on our calendar later, reality is that we’ll forget about it less than 10 seconds later. As soon as you have an appointment, make a habit of putting it on your calendar immediately or at least blocking time on your calendar and putting the details in later. This will help prevent missed appointments and double bookings significantly. Alternatively, hire a virtual assistant to place the meeting details on your calendar. Just forward them the logistics and have them put it on your calendar, color-coordinated and with reminders.

Set multiple reminders

How many times do you hit snooze each morning? No judgement if you said more than twice. Similarly, we recommend setting as many reminders as necessary to make sure you are on time for all appointments. Let’s face it, you’ll probably ignore the first notification so you’ll definitely need a backup. For our own calendars we set at least two reminders for all in-person meetings. One for two hours before the meeting (to allow travel time) and 10 minutes prior (to give us enough time to prep).

Recurring appointments for birthdays, anniversaries and special client ticklers

Our clients are always amazed that we remember their birthdays, anniversaries or random special events like the day they stepped out on faith and became a full-time entrepreneur. The answer is quite simple. We place these events on our calendar with reminders anywhere from one to three days prior to the event. That gives us enough time to send a card or an acknowledgement email. Ultimately, we shine in our client’s eyes for not only remembering them in a special way but also that we pay attention to details.

Schedule personal time

As much as we like to think the entrepreneur life is all work and no play, there has to be balance for your overall well-being. Make sure you place important family and friends events on your calendar so you’re not tempted to miss important events and memories outside of your business. Don’t be afraid to also schedule gym time, devotions or even reading a book to make time for important things in your personal life. Just be sure to treat it as any other appointment and keep it!

Pro tip: Schedule vacation days on your calendar just like you would in a corporate job and actually take the days! It may be tempting to work non-stop when everything depends on you, but you will need the days to disconnect and refuel for your next project.  We advise our entrepreneur clients to give themselves at least 2 weeks of vacation days and use them at their discretion throughout the year.


Written by: CH from Organized Kingdom.

Organized Kingdom provides entrepreneurs with operational and project management support as well as professional organization services for individuals. Visit www.organizedkingdom.com for more information about Organized Kingdom and how we can create functional spaces in your home and business.



10 steps to raising an interest free loan on Kiva NYC

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If you are a NYC entrepreneur, startup or business owner and you are looking to raise $10,000 or less in 30 days, Kiva is your answer. Kiva is a debt crowdfunding platform that provides interest free loans up to $10,000 for entrepreneurs and business owners in NYC. You heard me right, interest FREE. You can learn more about Kiva here or you can jump straight to how to get started on Kiva below.


  1. Visit Kiva.org and set up an account

    Set up an account on Kiva using Facebook or your email.

  2. Setup a PayPal account

    Set up a Paypal account if you don’t already have one. Kiva uses PayPal to send money to borrowers/business owners after they raise their loan.

  3. Complete Kiva’s loan application

    The loan application helps Kiva to understand more about you, your business, how much money you are looking to raise and the purpose of the loan. The application includes a few questions on your personal and business background, loan request, and your personal and business financial condition (i.e. income, expenses, debt, credit score)

  4. Create a campaign

    To market and raise money from your audience and the Kiva community of lenders, you have to create a campaign, which includes your personal and business story, a detailed outline of how the money will be used, and a picture or video of you, the borrower.

  5. Wait for Kiva’s feedback

    After submitting your application and campaign, Kiva will review it and get back to you within 10-15 business days with more information and next steps. Their feedback and next steps will include things that you need to do to tighten up your application and campaign if needed. They will also outline how much money you can raise on their platform, how long you will have to pay back the loan (6-36 months), and how many lenders from your own network that you will need to have before they can open your campaign up to the larger Kiva community of over 1.5M lenders (see step 7)

  6. Develop a marketing strategy

    While waiting to hear back from Kiva, start developing and executing a marketing strategy to let your audience and the world know about your fundraising campaign. Make sure to include email. social media, and making phone calls as a part of your strategy.

  7.  Raise money from your audience first

    Once your campaign is ready to go live, you will go through a private fundraising phase, where you will have 15 days to raise money from a predetermined number of people/lenders in your own network, which is determined by Kiva. The purpose of the private fundraising phase is to prove your creditworthiness. Kiva wants to ensure that your personal network trusts you by lending you as little as $25 before going on to the next phase, where lenders from around the world can lend to your campaign.

  8. Go public and raise money from Kiva’s global community of lenders

    Once you meet your private fundraising goal, Kiva will open your campaign up to their global network of more than 1.5M lenders to view and lend to your campaign, where you will have 30 days to raise any additional money to hit your funding goal.

  9. Get paid

    When you reach your funding goal, Kiva will send you the money that your raised almost instantaneously on Paypal.  

  10. Pay back your loan

    Depending on the agreement of your interest free loan with Kiva, you will have 6-36 months to pay back the lenders who supported your campaign. You, the borrower, pays Kiva monthly monthly and they will handle the backend to ensure that all of your lenders are paid back in full.


Ready to start raising money for your business on Kiva?

Let us help you. Sign up for a progress hour

Learn how this life coach gets into the press: Pervis Taylor III

Pervis Taylor - Pitch the press

Pervis Taylor III is an NYC based life coach, author, and speaker. Over the last several years, Pervis Taylor has been featured in over a dozen media outlets, including Essence magazine, Black Enterprise, Fox News, The Today Show, Vibe Magazine, BET, Centric and Arise 360 to name a few

We asked Pervis to walk us through the steps he took to get one of his first features in Black Enterprise.


Pervis Taylor III Steps  

  1. Identify the media outlets you want to be featured in.

  2. Research the contact information and work of every editor.

  3. Create and pitch your story via email.

  4. Be persistent and follow up.

  5. Land the write-up. 

  6. Maintain the relationship. 

  7. Secure more write-ups. 

 

Pervis Taylor III Resources

  • Email service (gmail)  

  • Social media (twitter) 

  • Character & skills (research, copywriting, followup, persistence) 


1. Identify the media outlets you want to be featured in

In order to build brand awareness and attract more clients, Pervis created a goal to either be a contributor or be featured in media outlets that his target audience read and trusted. His first step in accomplishing his goal was to make a list of all the media outlets he wanted to be in. One of the names he added to his list was, Black Enterprise because he noticed that a lot of his followers on social media (twitter) were sharing articles from there.

2. Research the contact information and work of every editor

When his followers on social media would share articles from Black Enterprise, he would read them to see who the editor of the articles were and study their work. Pervis researched the contact information of one of the black enterprise editors who articles matched the work he did. He found the editor's email address on the black enterprise website.

3. Create and pitch your story via email

Pervis created a short and to the point email that outlined, 1) who he was  2) what he did as a life coach 3) the impact his work was having on his clients and different communities 4) links to his other media features/mentions  5) his ask of being a contributor for the black enterprise 6) At the top of his email he also referenced and complimented the editor on the articles she had written in the past for the publication.

Publications like Forbes, Huffington Post, and Black Enterprise are always looking for niche contributors. Pitch your Niche.
— Pervis

4.  Be persistent and follow up

A few weeks had passed by and pervis had not yet heard back from the editor, so he followed up with another email. In the email, he simply asked if she had a chance to review his email and if she had an interest in learning more about his story.

The editor responded to his second email with interest in his work and his story.

5. Land the write-up

After their first conversation, the editor referred Pervis to another writer at the publication, who wrote a feature on Pervis, entitled, From Diddy dreams to helping teens: Pervis Taylor III Story.

6. Maintain the relationship

Pervis maintained a relationship with the editor who he reached out to intialy at Black Enterprise. He followed her on social media, engaged with her content and even attended some of her events. 

7. Secure more write-ups

Pervis went on to get additional write-ups in Black Enterprise, including, passion to purpose and his contributor column


Pervis 5 tips to pitch the press

  1. Be as niche as possible when deciding what to pitch the press. 

  2. Be an expert in your field. Belive in your experitse and remember they need you. 

  3. Invest in having someone help you pitch. 3rd party pitches are better than doing it yourself in most cases. 

  4. Know what publications you want to be in and why. Is the publication in alignment with your market? 

  5. Don't be afraid to reach out. Be bold and persistent.


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