Personal Productivity and Time Management

How Are Your Resolutions Working Out?

Did Sharon give up her Pall Malls? Did Connie finally swear off chocolate and gin? What about Bert? Those thirty extra pounds he’d gained since leaving the Army, did he lose them?

Guess what?

Our parents and grandparents were no better at sticking to Mel Torme-induced, whiskey sour-soaked resolutions than we are.

It’s not a generational thing, it’s a mindset thing.

In fact, did you know that only 8% of people actually achieve the New Year’s Resolutions they set for themselves? This is often because most of our goals are not actually achievable and we have no real plan to accomplish them. So we smoke, drink, eat, fail, over and over again.

At Less Doing, we believe in setting small, achievable, and effective micro-goals.

So instead of “write book”, you can “write 500 words each day”.

Instead of “get better sleep”, your goal could be “turn of all screens at 8pm”.

Rather than, “lose forty pounds, the intention can be, “no sugar after dinner.”

Here’s a video I did recently that may help explain this better.

So, dream big, but fill each day with small productive wins. Take the stairs once, instead of the elevator. Make one call you don’t want to, compliment a coworker you dislike. Forgo Netflix for one chapter of a book before bed.

The successes will build up slowly but naturally, will alter your perspective in a truly positive way and provide a really strong foundation for progress.

Now, isn’t that a whole lot more productive?

How I Process A Massive Amount of Content

I’ve worn many different hats as an entrepreneur. But the one thing that has remained is my unique ability to distill enormous amounts of content into workable solutions for my clients.

I’m able to “connect the dots” really well. I like solving problems. Whether that’s the best way to get an idea out of your head, or automating your hiring process.

Here’s how I process a massive amount of content on a weekly basis.

I follow about 200 different blogs that put out over 1000 posts per day. I follow and actually read about 30 email newsletters each week. I’m currently subscribed to 22 podcasts, not including my own. And now that I’ve been doing this for a while, people send my things by Twitter, Slack, Email, and even SMS on a near hourly basis.

So, needless to say, it’s a lot.

There are two sides to what I consider “processing” content.

First you have to take it all in.

Second, you have to be able to disseminate it properly; which includes internalizing it so you can recall it at some later date if needed.

The first thing I do is get everything I find from all these different sources into one consolidated place. That place, is a Trello list.

My Content List on Trello

Now the cool thing is the way that things get onto this list, a lot of it is powered by automations setup with IFTTT.

  • I use Feedly to follow all of the different blogs and when I “save” something on Feedly, IFTTT creates a card for it in Trello
  • If I get an interesting email and I forward it to a special email address for my Trello board, it creates a new card in the list
  • If I visit a cool website on my desktop I click the Trello extension and it creates a card in my list.
  • The coolest one is if I take a screenshot on my iPhone of a text message or a website or even a screen on a particular app, IFTTT will turn that into a card.

So that’s how everything gets into one organized place. It means I can grab things on the fly that I want to look at later, and then when I’m in a focused place, I can batch process those new items.

It also helps me commit many of these items to memory through the use of spaced repetition which means I’m exposing myself to the same piece of information more than once at different intervals. Basically, if in three years somebody says, “Is there an app that does X” most likely I’ll be able to recall the answer easily because of this method.

This is the fun part. I produce content for nearly a dozen different outlets on a weekly basis. There’s our client emails, general newsletter, Less Doing Podcasts, our FB group, our Mastermind, etc.

I approach my main list in Trello as a sorting list. I look at it and decide if it’s something I want to try out or work on myself, if it needs to go to someone on my team or if it’s going to go to my content board.

My Content Board and Calendar

Once it’s on the content board I know what channel it has to go to and I can put due dates on items, which organizes my content calendar so I can consistently produce items, 7 days per week, and be cognizant of upcoming holidays or other events that might effect content.

Backup

I have a redundancy in place.

No matter what gets saved to my list, IFTTT also creates a note in Evernote. I use it as my ultimate brain dump because Evernote is good at bringing back content that’s relevant in the moment. It does that through the things you add to it in the moment as well as whatever you search for on Google. It will pop up with any related notes from your “external brain.” This ensures that nothing ever falls through the cracks and there’s always a place for things to go in order to be useful.

Whenever you are ready…here are 4 ways I can help you become more replaceable and grow your business:

1) Join our FREE Facebook Group – The Replaceable Founder

2) Get our FREE Replaceable Founder Mini-Course

3) Come to our next One-Day Intensive “Becoming Replaceable Workshop” in NYC

4) Want to work with us privately? Just answer a few questions and find out if you’re a good fit. Apply Now

How I Use Alexa to Get More Done

I got the Amazon Alexa for my birthday and things haven’t been the same since. It’s had a profound impact on my home life in ways I wouldn’t have expected. This little “gadget” is powerful beyond most people’s imaginations and I’m just scratching the surface, but here are some of the awesome ways I use Alexa every day.

The Basics

Anytime we run out of a food item, before I’ve put the empty container in the trash, I belt out “Alexa, add Milk to my shopping list.” She confirms cheerfully and it immediately updates the shopping list in the associated iPhone app.

While at the store, I can check items off and if my wife is at home and wants to add something before I checkout, she just tells Alexa. This means we never run out of anything and our shopping trips are very efficient. This is the ultimate expression of the external brain.

I love making soft boiled eggs and have found that 6 minutes and 10 seconds in boiling water makes the perfect egg. So, early in the morning, with my eyes barely open, I put the eggs in boiling water and say “Alexa, set a 6 minute 10 second timer.” Her alarm sound is really pleasing. While she’s counting down I’ll ask “Alexa, what’s the weather today?”

When we change a diaper on the baby and it’s getting to the bottom of the package, I can say “Alexa, order more diapers” to which she responds “The last diapers you ordered were X for $Y, would you like these?” I’m only too happy to say yes and continue on my way.

My kids love Alexa. Not only does it force them to speak clearly and in a loud voice, but they can ask really interesting questions. The other day Ben said “Alexa, what kind of reptiles live in China?” After she recited the 20th reptile, I softly said “Alexa, stop.”

The boys also like baking so not only can I say “Alexa, how many ounces are in a cup?” But she has a ton of integrations with other sites. So using the AllRecipes “skill” she can walk me step by step through a baking recipe.

And of course, who doesn’t love a good dance party? The boys will say “Alexa, play Yellow Submarine” and she’s all too happy to comply.

The Secret Sauce

The real magic with Alexa is in it’s integrations, the most dynamic of which is through IFTTT which allows Alexa to connect to hundreds of services. I can say “Alexa, it’s cold in here” and using the Nest thermostat she’ll turn the heat on.

I can say “Alexa, turn on the TV to PBS Kids” and the Harmon Universal Remote will do as I command. “Alexa, turn off the black lamp” you can guess what happens next, thanks to a Philips Smart Plug.

My favorite is Alexa’s built in To Do List. I’ve set it up so that I can have Alexa add something to my list and that will post a task for one of the virtual assistants at Priority VA to get to work on it.

You can even use specific phrases to trigger just about anything. “Alexa, I just had a glass of water” can make a notation in your fitness tracking app. “Alexa, text my wife to call me when she can” is a pretty useful command.

The Big Idea

Using your voice to issue these types of commands means the shortest distance between your brain and action in something or someone else. You can use your working memory for coming up with new ideas, fresh brainstorming, and plain old peace and mindfulness. It also means there’s never hesitation where you have to decide how you will retain, or even act upon the information you develop.

Whenever you are ready…here are 4 ways I can help you become more replaceable and grow your business:

1) Join our FREE Facebook Group — The Replaceable Founder

2) Get our FREE Replaceable Founder Mini-Course

3) Come to our next One-Day Intensive “Becoming Replaceable Workshop” in NYC

4) Want to work with us privately? Just answer a few questions and find out if you’re a good fit. Apply Now

How To Get Out Of That Meeting Once and For All

Meetings are the bane of my existence.

It’s not that I’m not diametrically opposed to meetings.

Under the right circumstances and executed under the proper guidelines, meetings can be a great expenditure of time…

…The problem is, most meetings — I’m willing to say 95% them — are not held under the right circumstances nor are executed under the proper guidelines.

The average meeting is horrifically inefficient. It involves too many people, too many touch points, too many questions, and — most importantly — too much time.

No meeting, no matter the significance, should take longer than 30 minutes. I don’t care if it’s about your business, your mortgage, or your child’s education — the meeting itself should be less than a half an hour.

Meetings are not about discussing all the avenues available, they’re about coming together to make decisions. They’re about choosing which road to take, not highlighting all the roads on the map.

Invited parties should be properly briefed before the meeting begins (if you’re hearing about something for the first time in the meeting itself, somebody screwed up) in order to ensure only pertinent matters are discussed.

When everyone has done their homework, I find most meetings can actually be concluded in less than 15 minutes.

Now, there is ONE important exception to my aforementioned stance on meetings and that is in the case of a brainstorming session — which is, quite frankly, an entirely different animal all together. If you’re gathering to hash out new ideas, speculate on future plans, or activate the creative faculties of the collective mind, then go nuts, use as much time as you’d like. Take all day and all night — a good brainstorming session can go for hours and hours.

Just remember that most meetings are not scheduled to brainstorm, they’re scheduled to make decisions.

If you’ve been struggling to adhere to tight timelines as of late, here are my five suggestions to make sure your next meeting is short and sweet…

Try Going For A Walk

Take your meetings and make them mobile. When one of your employees or co-workers wants to chat (be it in-person or over the phone) go for a stroll. Have a predetermined route that takes no more than 30 minutes roundtrip and confine your conversation to the duration of the journey.

Use The Timer On Your Smartphone

Using the timer/alarm on your smartphone is a blunt, effective means of keeping conversations focused and on-point. Clearly state, before the start of the meeting, that when the clock strikes zero you’re gone. For even greaterimpact, employ something more rudimentary like a kitchen timer, or hourglass — the incessant tick-tick-tick of the timer or the passing sand within the hourglass will amplify the sense of urgency in the room and minimize the trivial chit-chat.

Only Meet With People On THEIR Time

Though not always the most practical solution, meeting with people on their time is an incredibly powerful way to keep things as short as possible. By offering to meet with people during their lunch, after 5PM, on the weekend, etc. (those traditional timeslots when no one wants to work), you’ll avoid skip the superfluous and deal strictly in brass tacks.

Keep The Invitations To An Absolute Minimum

Not everyone needs a say — it’s callous but true. In this overly sensitized world, the workplace has too often become an environment of “we need to get everyone’s opinion on this.” The truth is, no you don’t. Having too many cooks in the kitchen will be detrimental to the environment, efficiency, and effectiveness of your meeting. Keep the guest list as small as possible — two people is the dream.

Ask Yourself Why?

The easiest way to keep a meeting concise is to not have it in the first place. Most meetings aren’t actually needed, but ordered and held from a force of habit. Before sending out a batch of invitations or blocking-off chunks of calendar time, ask yourself why do I/we need this meeting? Try and find another way to reach the objective you seek without involving other people.

Are meetings totally dispensable? — no.

As much as I’d like to do away with them entirely, there is always going to be a time and a place…but that time and place is far less frequent than we generally suspect.

So before scheduling your next meeting, make sure it’s:

  1. Absolutely necessary
  2. Taking up no more than 30 minutes of your day

For some further reading, check out Cameron Herold’s great book “Meetings Suck”https://upscri.be/6892b4?as_embed=true

Whenever you are ready…here are 4 ways I can help you become more replaceable and grow your business:

1) Join our FREE Facebook Group — The Replaceable Founder

2) Get our FREE Replaceable Founder Mini-Course

3) Come to our next One-Day Intensive “Becoming Replaceable Workshop” in NYC

4) Want to work with us privately? Just answer a few questions and find out if you’re a good fit. Apply Now

How To Have Free Time and A Free Mind

Originally Published on LessDoing.com January 28th, 2015

Not long ago, I was reading an article from Chris Guillebeau in which he draws a bold conclusion:

Productive people never have free-time.

That statement gave me pause and — after reflecting upon it in detail — I came to my own bold conclusion:

Chris is right.

My workdays are basically Mondays and Wednesdays. I work long and hard on those days — this past Wednesday featured 11 meetings back-to-back — which means there is approximately zero opportunity for anything remotely resembling free-time.

Yet in spite of the loaded schedule, I hardly (if ever) feel overwhelmed.

That’s because even though I may never have freedom of time, I maintain my freedom of mind using the principles of Less Doing.

At its core, Less Doing was developed to empower people to get back to doing the things they want to do. By optimizing, automating and outsourcing 95% of the everyday, Less Doing allows us to silence the cacophony created by life’s trivial details. Once successfully muted, we can invest all our mental effort into the 5% we do better than anyone else.

Right now, it’s 9 PM at night. My wife is out with friends but I’m here working. Am I laboring to churn out replies to emails or achieve inbox zero for the day? — No. I’m sitting here in a state of calm, expending energy on things of great personal interest because I’ve taken care to delegate 95% of the tasks “I need to do.”

And that’s really the secret; understanding how to separate “I” from “need to do.”

Just because a task needs to be completed, doesn’t mean it needs to be completed by you.

That is the art of Less Doing. It helps us optimize, automate and outsource so we can think freely about the abundant possibilities around us.

Free your mind.

Stop going through the motions and start accomplishing the things you were always meant to do.

Whenever you are ready…here are 4 ways I can help you become more replaceable and grow your business:

1) Join our FREE Facebook Group — The Replaceable Founder

2) Get our FREE Replaceable Founder Mini-Course

3) Come to our next One-Day Intensive “Becoming Replaceable Workshop” in NYC

4) Want to work with us privately? Just answer a few questions and find out if you’re a good fit. Apply Now

How To Not Set Goals or Make Resolutions

It’s almost 2018 and that means New Year’s resolutions right?

Well, not so fast. While there is a subtle difference between resolutions and goals; I think they suffer from the same problem. They both set most people up for failure.

I’ve never believed in setting long terms goals.

I believe in Kaizen, which in Japanese means, “continual change for the good.”

Every day of my life I attempt to improve in some measurable way. It could be my leadership skills, my writing, my physical fitness, or my emotional intelligence as a husband and a father.

My main issue with goal setting is that it locks people into a singular focus and limits their flexibility. One of the things that has aided the incredible growth at Less Doing is our ability to constantly experiment, validate, and shift direction as needed.

We’ve been fortunate that many of our experiments have worked, but there have definitely been ones that didn’t pan out and we were able to reverse course quickly.

When you hear someone say something like “My goal for 2017 is to sell my company for $10 million.” That sounds really exciting and grand but you’re also fooling yourself. You have to break down any long term goal into months, weeks, days and then figure out what the very next step is.

I really believe that if you focus on improving something each day, you will far exceed any artificial goal you might set.

So that’s the truth, I don’t have any specific goals for this year. I love what I do and I’m going to keep doing it.

Happy New Year, I can’t wait to see what you accomplish in 2018.