Do you ever wonder how some advisors are able to improve their client service or implement fresh marketing campaigns? They make sure to be proactive and set aside time to work on their business and not solely in their business.

The key, says April-Lynn Levitt, a coach with The Personal Coach in Toronto, is to set time to implement these improvements.

“We’re all allocated the exact same amount of time,” Levitt says. “By [being] proactive … you’ll really move your business forward.”

But, she adds, you must make this activity a habit.

Levitt provides a step-by-step guide to making time to work on improving your practice:

1. Identify your goals
Take the time to identify and prioritize the parts of your business you want to improve.

Perhaps you have been thinking about implementing a service-level agreement for a few years but never got around to it. Make that your initial project, and think about the steps involved in putting this agreement into practice. Going over these details will help you decide where to start and how much time you’ll need to complete this project.

“We’re right at the beginning of the second quarter,” she says. “Take half a day or a few hours [and ask yourself]: ‘What do I want to accomplish in this next quarter? And what are one or two projects that I could look at?'”

For example, if you have never considered “extracurricular” projects, such as a client event or a team-appreciation day, Levitt adds, this might be a good time to start thinking about taking one on.

2. Make appointments with yourself
Aim to set aside four hours a week for this part of your business building, Levitt says. If you find that difficult, start with two hours, just to establish the habit.

Mark the time for these tasks in your agenda as you would any other important appointment. Because it is a consistent engagement, make these appointments for the rest of the quarter, or even the year.

In general, you should minimize the duties that would disrupt this appointment. If you have clients you can meet only at that time, you must, of course, accommodate them.

“But if you find yourself making exceptions all the time,” Levitt says, “you will need to find a different time.”

3. Find the perfect setting
Would you rather work on this project in your office, where you have your supplies, files and computer, or would you prefer going to a coffee shop and brainstorming in a different environment?

Choose a location where you know you won’t be interrupted continually. If you remain in your office, make sure your team knows that your business-building time is like a client appointment and you shouldn’t be interrupted except for an emergency.

Another option is to work during a time of day when you know you’ll be in the office by yourself.

4. Get your team involved
Because you have divided your project into separate tasks, see what can be delegated to your team members, Levitt says. Just make sure they have the ability to set aside time to work on their share of the project.

Incorporate this project into regular team meetings, so that everyone can track the plan’s progress.