Personal Productivity and Time Management

There’s No Such Thing As Stress Relief

Anytime I talk about stress, someone invariably asks me about “stress relief.”

Ari, how do I stop feeling this way?

Ari, how do I relieve my stress?

Well, there are lots of ways to relieve stress, I say.

Would you prefer unhealthy relief like cigarettes, drugs, and alcohol?

Or would you prefer healthy relief like mediation, exercise, and good music?

…Because whatever you choose, you’re still not going to get what you want.

Allow me to explain.

You don’t actually want stress relief, no one does.

Advil provides relief from an achy knee, but it’s doesn’t repair the damaged cartilage causing the inflammation.

Imodium provides relief from diarrhea, but it doesn’t kill the bug that’s making your stomach sick.

Relief is a temporary reprieve from your symptoms — what you want is a cure.

You want the antidote to your stress — something that is permanent, something that will last.

That something is control. It has always been the antidote to stress because stress only exists when you lose control.

When you lose control of your life, you lack the ability to diffuse overwhelming thoughts and feelings and urges. Being overwhelmed is a fundamental psychological trigger for stress.

So if control is the key to defeating stress, how do I assert it? How do I get that precious sense of control?

By letting go.

No that wasn’t a typo. To regain control of your life, you need to become a master of letting go.

If you’re confused right now, that’s OK — when I first introduce this idea to any of my coaching clients, they’re always a bit baffled as well, but stay with me. Letting go to regain control seems counterintuitive I know, but it actually makes perfect sense.

As a human, there’s a limit to how much you can mentally manage at any moment in time. As long as your responsibilities stay below that limit, you’ll always feel like you’re in control.

But the moment your threshold is surpassed? — that’s when stress starts kicking-in.

In order to exercise ultimate control over your life, you need to reduce your obligations, and the easiest way to do that is by letting go. Now, what exactly you should let go of, I can’t tell you without getting to know you, but I can guarantee that if you make an objective, no B.S. assessment of your life, you’ll find plenty to let go of.

Now here’s an important distinction. When I tell you to “let go” I don’t mean that you should abandon a responsibility outright. I want you to let go but do so in a strategic way: through the power of automation and outsourcing.

  • Relinquish the responsibility of sorting email — filters can keep that inbox nice and tidy.
  • Stop trying to build your own website — outsource the job to 3rd party.
  • Quit wasting your time trying to schedule meetings with prospects — Calendly.com can handle it.

You see the point, right?

Your world is probably awash in time-consuming responsibilities that can easily be released with very little risk thanks to automation and outsourcing.

The more responsibilities you relinquish, the more mental bandwidth you’ll liberate.

The more mental bandwidth you liberate, the less overwhelmed you’ll feel.

The less overwhelmed you feel, the more control you’ll have over your life.

And if you’re in control of your life,

You’ll rarely if ever, suffer from stress.

See? Step by Step, Easy Peasy. You just have to change how you look at what you do and stop doing things you shouldn’t.

Stop Making To-Do Lists. They Don’t Work.

It’s high time I make an important distinction between a to-do list and a checklist because too many people are wasting too much time on the wrong thing. As a productivity expert, that makes me nuts.

  • A to-do list tells you something you have to do.
  • A checklist tells you how to do something.

I despise to-do lists.

They are a hindrance to productivity and add to your general stress level. I talk a lot about idea capture and how you can use technology to bring tasks to your attention at the right time and clear them from your mind at all other times. But I often get the question, “What do you do for big projects?”

What is a Big Project?

I have had the opportunity to witness true productivity comedy on four occasions now. While meeting with some of my productivity clients and reviewing their to-do lists I have seen an item that all four of them considered to be a good thing to put on those lists. WRITE BOOK is NOT a to-do list item.

It’s not even a goal.

Publish book might be the goal but putting write book on a to-do list is a great way to guarantee that you never write that book. Writing a book is actually a wonderfully simple and illustrative example of what I’m talking about. While write book is not a to do, write 100 words is a GREAT to do list item.

Depending on how well you write, then 1 page or even 5 may be a reasonable to-do list item. But what about the more complex stuff?

Well, I spent 10 years of my life working in construction and real estate development and I can tell you that in terms of project planning you’d be hard pressed to find something more complicated than a construction project.

There is an enormous amount of planning that goes into any construction project from finding the property and inspecting it, coming up with a design (which involves architects, consultants, local code experts, several types of engineers, etc…), permitting which can involve local and regional authorities, and of course financing the whole thing.

When it comes to building you’ve got multiple trades working at different yet coordinated times, weather, unforeseen conditions, more financing, lead times on materials and products, interior and exterior work, and about 5,000 different stakeholders.

How do you keep track of it all?

When it comes to managing a big and complex project, especially one that you will do iterations of over and over like “Write Book” or “Build Big Building” your best bet is a project management tool like Trello. It allows you to break down that enormous project into much more manageable chunks.

If you can start to break things down, that’s when we can begin to optimize, automate, and outsource everything. I have to reiterate, I’m not talking about creating to-do lists, I’m talking about checklists.

Checklists, To-Do Lists, It’s, all the same, isn’t it?

When I was 16, I got my private pilot’s license and logged several hundred hours in small planes. I’ve also experienced two plane crashes and walked away unharmed but that’s another story…no matter how many times I got in that plane, I would pull out the laminated checklist which told me the process to go through when inspecting the plane, the engine check process, the taxiing and communication process, and the takeoff process.

Seeing a theme?

No matter how many times we do something and how ingrained the steps are in our head, a checklist gives us comfort and thoroughness. I used them, commercial pilots use them, surgeons in many hospitals use them, checklists are everywhere.

Again, the difference between a to-do list and a checklist is that to do tells you what you have to do but the checklist tells you HOW to do it.

Neurologically speaking, our minds are better at remembering and understanding the pathways to end goals rather than the goal itself.

A soccer player will remember the play where he ran left, circled around the striker, stole the ball, ran up the right side of the field, got to within 50 feet of the goal, and finally kicked the ball with just a bit of side spin. The ball sailing past the goalie’s hands and into the back of the net will likely fade from his memory and he’ll have to watch a video of the game to remember the look on his own face when he won the game.

There’s a reason for this, if we focus on the result, we can’t improve the process. If a startup fails, and you don’t learn from it, shame on you. If you run a 6-minute mile, and you don’t think about what it will take for you to run a 5:55 mile, even if you don’t act on it, then shame on you. Now take a look at a typical Trello setup…

Ignore the card that says to do, instead, look at the headings and think how they might apply to your project. If it’s a book, maybe you have one on historic research for your WWII novel, and a card for character development, and then your chapters. If it’s a construction project, maybe I have a column for plumbing (which includes an item on installing a kitchen sink, something I’ll definitely do again on another project) and another for furniture. Now this is what you see when you click on an item.

Isn’t that beautiful? Every step I need to install a kitchen sink. These are not to dos remember, this is the process, step by step for HOW to install a kitchen sink.

I can share this with my team, I can assign it to people, and best of all I can always update and improve this process to make it more optimized so that I can possibly automate parts of it, and even outsource it entirely.

The visual nature of a planner like this means you can try to anticipate all of the moving parts at the beginning of the project and then update them on your own or collaboratively with others as needed.

But what am I supposed TO DO?

This brings us full circle to the underlying principle about the timing of tasks. Obviously, install kitchen sink is not a to-do where you can say that 3 pm will be the right time to deal with it.

In this case, the task could be done by FollowUp.cc which will send you reminders every day at 3 pm.

This way I know every day at 3 pm I’ll get a reminder and I can go to Trello and say either “I need to tell Mr. Plumber to install the sink at House Y” or “I need to call Mr. Plumber and see how he’s doing on the sink installation at House Y” or hopefully “I need to make sure Mr. Plumber finished installing that sink at House Y”

Throw away your to-do lists. Start creating checklists and you’ll get those large projects under control and….you guessed it…..DONE.

Hey Alexa, Make My Life Easier

For years, Amazon has made our collective lives more convenient by selling just about everything under the sun on its expansive e-commerce platform. Since the introduction of Alexa, Amazon’s virtual, voice-activated assistant, and its supplementary speaker device, Echo, we can now cry out for anything we wish — and it is granted. Amazon has truly cornered the market on personal convenience.

But is there such a thing as too much convenience? Overreliance on technology can often result in a physical decrease in productivity and efficiency. When everything is available to us at the touch of a button, it can be easy to fall into patterns of inactivity and shiftlessness.

Here are some suggestions I’ve come up with for using Alexa to increase personal productivity.

Develop some skills

In order to make the most of your Alexa, I recommend learning about her available skills — these are just added functionality tools, like apps. A quick visit to Amazon’s skills store and you can choose from tens of thousands of options, nearly all of which can bring order, insight, and convenience into your life, lowering stress and significantly boosting productivity.

  • Word of the Day Flash Briefing — improve your vocabulary by learning a new word, and its definition, each and every day. Make it a part of your morning routine, along with your alarm, your news headlines and a briefing of the day’s weather.
  • Guided Meditation — I know what you’re thinking, but before you immediately dismiss this suggestion, understand that meditation does not necessarily require hours of chanting while sitting cross-legged in a silent space. A session can take as little as five minutes and can be implemented anywhere, in any type of clothing. Meditation improves focus and cognitive thinking, allowing you to gain a clear head and relinquish any stress that is preventing you from being productive.
  • TED Talks — a motivating lecture in between meetings is a great way to boost your productivity. Learn fascinating new methods of communication, research, innovative thinking or inspiration by tuning into one of the hundreds of official TED conferences streamed directly through your Echo speaker.
  • Five Minute Workout — one of the biggest excuses for avoiding the gym is a lack of time. Not with this Alexa skill. “Five Minute Workout” is designed for your hectic work life, offering intensive cardio and stretch activities you can execute on your lunch break (just be sure to close your office door and bring another freshly pressed shirt if you’re prone to excessive sweating). An active mind is a productive mind.
  • Get Up — sometimes when productivity and creativity are just not on the day’s menu (and when they really need to be), you might want to try something a little bit more impactful than a quiet period of internal reflection or a stimulating lecture. Quite simply, you need to get up. Yes, by uttering the simple command “Alexa, Get Me Up!”, our favorite girl unleashes a torrent of motivational prompts and missives in your lazy direction until you are sufficiently pumped up. Still not convinced? One user describes this option as “interesting and annoying enough to actually make me get up off the couch 70% of the time”. Those are some decent odds.

Make some calls and send some texts

Making wireless phone calls has never been easier. Alexa supports voice calling to both landlines and mobile phones, while an Echo can serve as a speakerphone (Echoes are relatively inexpensive — I’d recommend purchasing a few and keeping them in areas throughout your home and office). Setup is also a breeze: open the Alexa app on your mobile phone, tap the speech bubble icon and enter your phone number (you will be sent a verification code via text). Simply follow the instructions.

Now that you are verified, you can begin making calls: “Alexa, call [contact’s name]” or “Alexa, call [phone number]”. Ever the sweetheart, Alexa will ask you to confirm your request in order to avoid dialing the wrong contact.

Alexa is also a whiz at shooting off text messages on your behalf. If you’ve got an Android phone, she can send texts to any mobile number. Simply say, “Alexa, send a text to [contact name],” and follow it up with your message. You can even include punctuation while dictating by adding commands like “comma” and “exclamation point”.

Set the mood

Having Alexa play ambient music or background noise is a great way to increase productivity when performing dry or mundane tasks, especially when sitting at a desk. While others prefer popping on a podcast to enhance their thought process, others would do well to check out some of the great voiceless options to fill that intimidating silence.

Instead of manually searching for playlists on Pandora or Spotify, you can add a skill like “Shoptalk” to Alexa and have it play streams (via Echo) like “Coffitivity”, an audio site that recreates the familiar ambient din heard in coffee shops, helping you to work better by stimulating your creativity. Studies have shown that certain types of audible assistance can significantly increase productivity. And luckily, there is an entire catalog of options available, from white noise to running water to bird calls — and everything in between.

Make some commands

When you’ve got Alexa to help keep you on top of your tasks, it becomes difficult to find excuses for procrastination. First thing’s first: when you wake up, ask Alexa about your schedule for the day. If you wish to make adjustments to your calendar, ask her to add or remove an event.

But don’t stop there! Use your imagination throughout the day, or set commands based around personal challenges: ask Alexa to remind you to get ready for bed, or to go to the gym, or to brush your teeth, whatever activities typically leave you feeling unmotivated.

And of course, one of Alexa’s greatest features for productivity — making a list. Whether you’re compiling a grocery list, a weekly to-do list or even a travel itinerary, having an automatic voice reminder will not only keep you organized but increase the likelihood of you actually checking off each item.

Hack Your Friendships…

…networking is so 2018.

I have a strategy for keeping my relationships strong with the people I don’t see very often. I guess you could call it networking, but I hate that phrase. I use Trello, but it doesn’t really matter what tool you use for the following friendship hack.

I have about 12–16 key people in my life that I just want to keep in regular contact with; not with any particular purpose. Most of them have given me business or speaking opportunities, but it’s really just that they’re interesting people. I always learn something when I speak to them.

It’s really, really simple in Trello because I just set a due date of, say, 60 days from now on each contact’s card. When we speak, I’ll put notes in there on Trello about what we talked about. It’s also really easy to do follow-ups. I can tag someone on my team and say, “Hey, I talked to this person, please send them a copy of my book.” Then, I have a record of that entire exchange.

As you know, I’m very, very much about the external brain. It’s really easy to get lazy and just keep all of your contacts and conversations in your head. But I think that it’s very helpful and way more effective if you get it out of your head, so you not only know what you and the person talked about, but what action you took afterward.https://upscri.be/6892b4?as_embed=true

With more and more people using calendly or scheduling software in general, I realized that there are a lot of people who feel like that’s not a personal enough touch. But I think calendly is a wonderful gift you can give people. You tell them, “You can book at any time that’s convenient for you.” Of course, when they get in there, they’re going to see the parameters that make sense to you so you’re actually controlling it. I think that this old-school notion that you have to have a secretary like Miss Moneypenny who’s personally going back and forth to set a time with someone is super antiquated.

These days, my contacts send me a calendly link and I started saving them on their cards in Trello. So when the due date comes up, I go to the Trello card. I see what the last conversation was, I pull up the calendly link and I book it, which saves a ton of back and forth. So I have a calendar full of really interesting calls and conversations with people whose counsel I trust and whose company I want to keep invigorated.

I used to talk about how the average meeting takes eight emails to set up and now calendly made it possible to do in one step. Now I can make it zero steps really as I’ve taken control of my regularly scheduled contact with these people. Everybody benefits. So there’s my little relationship management hack that you can all use and set up in about 10 minutes. And I hope you do. Make it an effective week.

Want to Build a Hands-Free Podcast Production Process?

Here’s how…

The process is fairly complex, but not complicated. There are different moving parts, for sure, but my sole involvement is the recording of the content and that’s it! So I make it, then I don’t touch it again.

If you can get out of the way of the process, you will find that your ability to produce quality content increases 10 fold.

It starts with the person booking an interview slot on calendly. I capture their email, mailing address, phone, and social media handles on that form. I have a dedicated podcast “event” there and it kicks off a bunch of different actions. There’s a zap in place that triggers after the booking is logged in Calendly. It’s on an hour delay at which time it sends a voicemail from me using Slybroadcast. It says, “I’m so excited to have you on the podcast. If you haven’t heard my podcast before, here’s a clip so you can see how casual it is and get a feel for it.

The day before the podcast, they get a text message through Toky that reminds them of the interview. After the interview, Magic, our VA service, gets an email saying, “I just interviewed this person, please send them a copy of both books as a gift, take note of their email address and social media handles. Once the episode comes out, we then reach out to the person, thank them for appearing on the podcast and also give a link to subscribe.

We do our interview over Zencastr. Once it’s complete, I save the file to a Dropbox folder, which automatically goes to Libsyn or Simplecast, our product production service. They do the audio editing, put in the intro and outro, do the show notes.

They also pull out a 15-second clip and a one minute clip that is representative of the episode. Magic then sees it and creates the waave files that post on Instagram. They make the image, post it on Instagram, both as a standard post on my personal page and as a story when it goes live. Magic then emails the guest, thank him for being on the show and gives him a link to the published show.

I have repurpose.io set up to take the file from Libsyn and create a Youtube video of it and post it there.

If you want to take it a step further, it’s possible to post a transcription of the entire episode on SlideShare. Repurpose.io sends the audio to temi.com who does the transcription. It then goes to Dropbox, where Zapier sees it and sends it on to Magic who posts to SlideShare because you can’t post automatically …. Yet.

Slideshare is owned by Linkedin. It’s been around a long time and has been a place for people to post mostly slides; duh, like powerpoint presentations. But a lot of people use it to post content that is not video or audio: documents, infographics, beautiful.ai presentations. I don’t know why, but SlideShare seems to get the best SEO juice, so it’s an interesting add-on to the process.

The Secret Sauce to Supercharge Your Productivity.

Neuroscience is the key to your productivity and now there’s an app for that. No, it’s not a To-Do List, a supportive affirmation or an alarm that reminds you to get back to work. It’s a tool that allows you to uncover when you are most likely to get sh*t done.

Peak Time is your body’s “magic hour” — the time of day when you’re 2–100x times more productive than any other time of day.• Some people call it a “flow state”. I call it awesome.

It’s when you can plow through 50 emails in 30 minutes…

• Write 2,000 words without batting an eye…

• Handle a sales call while driving through rush-hour traffic with a crying toddler in the back seat…

And all it takes to reach insane levels of productivity are a few taps of your finger.

Just send us your email and we’ll send you the app and handy-dandy instructions.

How it works:

  1. Download and open the Peak Time App
  2. Select either right or left hand.
  3. When prompted, start tapping the “Start Session” button as quickly as you can.
  4. Stop when indicated.
  5. Allow the screen to reload to “Start Session” and then start tapping again as quickly as possible, taking care to use the same hand.
  6. Stop when indicated.
  7. Select the opposite hand — if you chose “Left” first, now choose “Right”, if you chose “Right” first, now chose “Left”
  8. Repeat steps 3 through 6 again.
  9. Repeat this process several times throughout the day, for no less than a full week. At week’s end, look at the statistical map of your results.
  10. Discover your Peak Time!