A Simple Productivity Method That Yields Results

In just six months, I have managed to achieve a lot of things in my life, major changes that probably should have taken years to accomplish. Here are just a few: I started a small business that is likely to support me entirely within the next six months, created a blog that is syndicated to two other sites and hit 3,000 unique visitors within two months of founding, lost 20 lbs, reduced my debt and was nominated employee of the month at my company.

A lot of people ask me how I do it; how do I keep up with it all? After all, a full-time job, a part-time job, a company to run and an advice site to publish take up a lot of time and energy.

I will share with you my simple productivity method. I say that it is simple, because it is. However, it is not easy. There is a vast difference. I guarantee that using this method will change your life if employed daily.

Put one foot in front of the other. Take one step at time.

Perhaps I should elaborate. See, first you take a step. If your goal is to start your own business, that step might be to obtain a tax ID as a sole proprietor. If your goal is to lose weight, you switch out your breakfast burrito with an apple and a smoothie. If your goal is to start a website, you purchase the domain and hosting.

Then, you ask yourself, what’s the next step? Then you take it.

You write a business plan. You start running every other day. You sketch ideas for your website homepage.

Rinse. Repeat.

Everyday, you wake up and you ask yourself, what’s the next step? Then you take it.

What’s the catch? There’s no catch. You just have to really want it. There’s no half-ass way to obtain anything worth having. You just wake up and you start doing. You don’t make excuses; you don’t spend a lot of time wondering what the first step is. Don’t worry if you jump into the middle first – you’ll find your way to the beginning quickly.

This is how I started my business, launched my website, became great at my job, got into racing shape, and began dating again. I haven’t done it perfectly, but luckily no one is grading me. And if I had waited to do it perfectly, it wouldn’t have gotten done.

The most important thing is to make sure that your Why is strong enough. Why do you want to start a business, lose weight or start a website? If your reasons are flimsy, your results will be too. If you want to start a business because your buddy is, that’s not a good reason. But if you want to start a business because you believe you have a great product or service the world needs, then that’s something to hold on to. If you want to lose weight because your boyfriend or girlfriend said you were fat, you’ll probably stay the same. But if you want to lose weight because you’ve decided it’s high time you got healthy, then you’ll probably make it.

The reason your Why needs to be strong is because there will be days when your resolve will fail you, when you wake up and say, f*ck the next step, let’s sleep in. You have to keep going, one foot in front of the other.

Some days you may feel like it’s too much, there’s too much to do, too many steps before you get where you want to be. That’s OK. You just have to take one step. Not two, not tomorrow or in a month, but one step today.

One day, you’ll look up and you’ll be amazed at how far you’ve come. One step at a time.

No Accidental Business

I never thought I’d run an IT company in a million years. It was further from my mind as a career option than pursuing medicine or flying airplanes. OK, maybe not airplanes. At any rate, my little IT consultancy began by chance.

Over the past four years or so I have been involved in the Internet in some way or other. My first position out of college was as an administrative assistant for a start-up magazine. I was quickly promoted to editorial assistant to associate editor, and when I left I was the director of new media, which basically means I was running anything and everything to do with our website. I loved it. I dove in headlong. Somehow or other, I’ve become a go-to person for all things computer-related at my workplaces. For some reason, computers, programs, etc. have just always made sense to me.

It seems like the Internet, computers and web design was the perfect area for me. It is always changing, rarely boring and there’s always something new to learn. I love that it’s fast-paced and that I can find a bunch of nerds like me, much nerdier than me, to clue me into what’s up-and-coming and how to do things I don’t know how to do yet.

So, when a friend asked if I she could hire me to replace a computer guy that wasn’t really working out, I agreed enthusiastically. As I worked with her to teach her some basic computer skills, showed her around the Internet and advised her on purchases, I realized how many other people were in her situation, especially women, especially older women. Thus, a business was born.

As my company grew (and continues to grow) rapidly, I realized that without some direction, it could grow in ways I don’t want it to. I have begun to acquire new business and with that I am beginning to contract parts of that work out. While I’m still kind of far away from hiring employees in my mind, who knows what might happen? What happens if things take off and I don’t have a plan in place to direct growth? My greatest fear is that five years will go by, and I’ll be working 80 hours a week because I didn’t have a plan in place for working my way out of my business. After all, the point is to work on a business, not in it.

So here’s what I did. I took a page from E-Myth Revisited by Michael Gerber and set up what he calls an Organizational Strategy. This is a little different from job descriptions and workflow. These are the positions that need to be filled for the business that I will be filling until I hire people to fill them. As I hire and train people into the positions, I will stair step my way up and out of the company altogether eventually. This is an exit strategy. For my particular company, the structure looks like this:



I’m already contracting work to a designer/programmer on an as-needed basis. The technician position will be critical to growing the private client side of the business, and will be the next one I begin contracting out.

It’s important that I point out there that I am working in all of these positions currently. This way I know what it takes to fill them, all of the little intricacies involved in the positions, and I will be better able to train the people who fill them when that time comes. Gerber has a lot to say about exactly how to do this, and as I feel my way through this in the coming weeks, I’m sure I’ll be writing about it a lot.

Growth should never be a problem and exponential growth should always be expected. Don’t let your company stay an accident – make a plan now for when that growth does happen so that you won’t be scrambling to throw something together while also trying to handle all of your new business. You’ll have your hands full enough. Trust me.

Batch It Up - I'll Take It

On a recent road trip, I listened to “The Four-Hour Work Week” to make the most of my time. Now, I’m no productivity junkie (I’ve seen those people – it’s hilarious to watch how unproductive they are), but Ferriss had some ideas I found easy to put into action immediately. His concept of batching in particular has been useful for solving a problem I’ve been having lately with focus.

Ferriss uses the analogy of how T-shirts are batched, or produced in quantity at once, at screen printers. He recommends applying this concept to regular tasks you face at work; such as checking e-mail and voicemail only twice a day at specified times. By batching you save time because you are not stopping in the middle of one task to read and answer e-mail or the phone, throwing your focus off of the task you were working on.

Here’s what my new auto-response is on my e-mail: “Due to the volume of projects I currently have, I will only be answering e-mails at 11 am and 4 pm daily. If you have a time-sensitive, urgent matter, please call me at 555-5555. Thank you and have a great day.”

I don’t pick up the phone when it rings as a rule. My voicemail goes: “You’ve reached Holly, blah blah manager at XYZ. Due to the volume of projects I currently have, I am checking voicemail at 11 am and 4 pm daily. If you have an urgent, time-sensitive matter, please call my cell phone at 444-4444.”

This has actually been working. As a matter of fact, some of my coworkers actually apologize when they do get ahold of me saying, “We all know you’re busy, but I’m having problems with X.” This method forces them to be specific with their requests, using less of your precious time.

I have been able to apply this to other areas, as well. I started batching things for this blog, for example. On Sundays, I set time aside to write all of my posts for the upcoming week. This has been particularly effective. It can take me a while to get into the creative mindset I need to write, and it’s not very efficient to take 15 or 20 minutes to get there and quit after just one post. So, I write three or four on Sunday and don’t write any more during the rest of the week.

I have also batched responding to comments and e-mails regarding the site. I do that on Tuesday, Thursday and Sundays. Scheduling it has allowed me to keep up with it on a regular basis and to be consistent with readers. On Wednesdays, I respond to other blogs I have read and e-mail or network with other bloggers. Again, this has helped with regularity and consistency. It also ensures that I’m not up at midnight reading and responding to blogs every night when I ought to be sleeping.

What can you batch?

One Life, Two Jobs

I recently acquired a second job in addition to my regular 8-5 corporate job. It was meant to accomplish two things: 1. Give me practical experience in the field in which I aim to start a business one day, and 2. Give me a little extra income to put toward savings for a house and investments.

I thought long and hard before deciding to take on a second job. Would I be able to handle the hours out of my social life and other entrepreneurial ventures? What toll would it take on my primary job/career? Were my reasons solid enough to keep me interested and motivated when I got tired and missed the beach?

It’s important to understand that my second job was not driven by the second reason – additional income. In "Rich Woman," Kim Kiyosaki talks about finding your Why, the thing that is going to keep you going when you want to give up, when you want to be a ‘normal’ person instead of spending all of your free time like some kind of freak who has two jobs and two companies to run. Ahem…

My Why in this case is establishing my own coffee bar. I never imagined I could ever do anything so bold as owning my own café, but one fateful encounter brought me to the realization that given the right Why, I am capable of almost anything. And while I feel that my Why is a very strong one, I found myself burnt out and near tears at the end of my second weekend of my new job, screaming in my head that today will be the last day I work here.

Luckily for me, one of the other cafés I had applied to at the same time as Job A called me for an interview. I rushed from the end of my shift to the interview. This new place was heaven. It was exactly what I had wanted in the other job but wasn’t getting. The owner sat in on the interview and got excited as I answered the “What is your defining characteristic or passion?” question promptly and firmly: “Entrepreneurship.”

This was the ideal situation. The owners were starting this shop from scratch after they dreamed about it for a year or two. They were excited to take me under their wings and show me what they did and were doing. The shop also hadn’t opened yet, so I got to see everything from the ground up. I have been trained on all elements of the business, whereas the other job had me working only in one area, and it had nothing to do with coffee. Bonus: They were completely understanding and sensitive to me having a full-time job and the need to have a weekend day off (I could only work 7-hour shifts every weekend day at the other café).

Establish your Why
It is crucial that you have a rock-solid Why before you go into a second job. Ask yourself what you want to accomplish with your new job. Are you trying to gain experience to add to your resume or for a future endeavor? Are you working for additional income? If so, establish a really great Why for how you intend to use the money you make from it. Your free time is worth a lot, and most part-time jobs aren’t going to pay a lot. There has to be a bigger pay-off besides money. If you are saving for a new home or for an investment, then establish this as your Why.

Use your Why when the going gets tough
Even with the new, totally amazing job that I love, love, love, I still get tired. When it’s Saturday midnight and I’m finishing my shift for the second night in a row, I think about my girlfriends and how they are probably out dancing after a day at the beach. As I start down that slippery slope I close my eyes and conjure up images of my own future café. I picture my employees, my couches, me chatting up the regulars. I throw in the added bonus of imagining leaving my café and going home to that house I’m saving up for from the additional income. Once I’m home and in bed, I know I wouldn’t be happy doing it any other way.

Define what you want from your second job
What days and hours do you want to work? Exactly what functions would you like to be serving and what role would you like to be in? Define the ideal situation before you go into it so that you can gauge whether or not the position is going to benefit you. The problem I had with Job A wasn’t that my Why wasn’t strong enough; the problem was that the hours didn’t work for me and I wasn’t learning anything beneficial for my end goal. When I saw Job B, I knew right away it was what I wanted. I didn’t need the first one; I would’ve quit it whether or not the other place I offered me a position.

Don’t over-commit yourself
If I were being realistic when I accepted Job A, I would’ve realized that working Saturdays and Sundays 8-4 on top of my Monday-Friday 8-5 wasn’t going to work out well. By the end of the second week I was exhausted and a crazed mess. All I did for those two weeks was come home from whichever job and try to get up the energy to do laundry, dishes, etc. I wasn’t eating properly, I was skipping workouts, and I was skimping on my personal life big time. I was so unhappy, and everyone could see it. Job B allows me to work shifts on weekday evenings and will schedule me for only one weekend day because they agreed with me when I said if I didn’t have one day off I would “go nuts.”

Don’t waste your precious time, but don’t give up
If you simply are not getting what you want out of your second job, leave it. Your free time is too precious to waste. Just be honest with yourself – don’t leave a second job if it’s benefiting you just because you want to hit the bar more often. Most people go through life sleeping; the ones who are awake live in a constant state of amazement. Don't be content with the status quo - that's sleeping. You’ll know deep down whether or not it’s worth it. I knew Job A was without a doubt a major waste of my spare time. I had such a strong feeling about Job B, however, that it almost felt kismet that it appeared when it did. I think you’ll know, but if you aren't sure, give it a shot and quit if it’s not what you wanted.

If money is your Why…
If your Why is the additional income a second job will generate, I have a few suggestions for making it work. Put all of it toward your goal. It can be tempting to splurge on all those little things you’ve been denied based on your regular salary. Don’t give in. A few weeks into it you’ll lose your drive because you can’t see it adding up.

Set up a separate account for this new income. If possible set up a direct deposit for that paycheck into a savings account instead of your checking account. I use ING for my savings instead of my regular bank because it has a higher interest rate and it’s not as convenient to withdrawal from (I am often tempted when I get low on cash to dip into my savings, so ING’s 2-3 day withdrawal time is key for me).

Finally, put some kind of visual reminder of where that money is going somewhere where you’ll see it everyday. This will not only keeping you motivated, but it will keep you from spending it on a new set of plates you don’t need from Pier 1.

Work: My Security Blanket

Like Linus, the Peanuts character whose blue blankie is ever-present, so I am with my tan-and-black workbag. It contains whatever two or three books I’m reading (currently Eat Pray Love, Rich Dad Poor Dad, and E-Myth), my planner, two journals (one personal and one career-related), pens, pencils, highlighters, and all the lovely little things that go in a normal purse.

I lug it around with me everywhere. I get razzed endlessly by my friends, family, or whoever else is around to be embarrassed by what is clearly too large and inappropriate for the movies, a restaurant, or shopping. “What do you need all that for?” is a frequently-asked question.

What do I need it all for? Well, just in case. In case of what? In case I have a free moment. In case I end up somewhere alone. Just in case.

So, here I am in my hometown of Pensacola for my grandfather’s funeral, lugging around my bag of work gear endlessly, not getting anything done. I have nothing to do. My work stuff is all at the office. Staying with relatives means no Internet (slinking away from relations for a daily dose of coffee and Internet seems addict-like), so I can’t work on the blog. Endless chaos and noise and relatives you’ve not seen for years do not make for an environment conducive to reading or journaling. So, my bag is useless.

Which means I CAN’T WORK. For some reason, this has me geeking out more than anything. I have no routine. All of my pet projects, all of my entrepreneurial endeavors, everything that has defined my waking (and sometimes sleeping) life is unavailable to me. A big gaping hole of non-productivity – that’s what I feel like. It’s like an itch that can’t be scratched. I guess the real problem is that I want to be back in my life.

In reality, I simply don’t want to be here – not here in Pensacola or at my grandfather’s funeral. I don’t want to be going through this.

I don’t think that it’s uncommon to use work as a security blanket. Often times, we simply don’t want to deal with the big emotional things looming larger than life – surely updating the margin widths of my website is of the utmost importance. Hmm…

I won’t go on a lengthy diatribe about how detrimental a workaholic attitude (the use of work as a way to not deal with emotional pain) can be. We know that it ruins marriages, families, relationships, and friendships, and can lead to even bigger isms (alcoholism, obsessive compulsive disorder, depression). It also doesn’t get you anywhere.

Someone once told me that painful things will happen in life and you’ll have an overwhelming urge to do something, anything about it. You will be frantic trying to find a way to fix it, to plug the hole through which emotion is flowing, like the Dutch boy with his finger in a dam. Unfortunately, we come across situations that we can’t do anything about. There is simply nothing to be done about losing two people you care very much about in less than two weeks. There is nothing to be done about 12-hour drives, crazy families and heartache. The only thing you can do is feel the pain. All you can do is simply stand.

I don’t really know how I made it through actually. I can tell you that I feel somehow stronger knowing that I came through all of it without any crutches. I know I can survive almost anything. Asking for a raise no longer seems like the earth-shattering event it was three weeks ago. The thought of not seeing that guy anymore is no longer life-altering. Everything seems somehow smaller, paltry. I know I weather any unexpected storm. I know I can stand.

Stand undeterred.

How Baby Steps Became a Huge Deal

If you had told me three months ago what I would be doing tomorrow, I wouldn’t have believed you.

A few months ago, my life took an unexpected turn. I was on a second date, which happened also to be my 26th birthday, and he asked me where I saw myself in 10 years. I had no answer. Stumped and on the spot, I had to admit that I wasn’t really sure.

Ouch. For one thing, I knew that wasn’t a good thing for a date. More importantly, I couldn’t believe I didn’t have any idea where I wanted to be in 10 years. I mean, this is standard stuff, stuff I would’ve had figured out if you had asked me a year ago. But since my life was turned upside down last April, I had been focusing so much on my day-to-day being that I hadn’t been thinking about my future.

I thought about it a lot the following couple of days. I asked myself a lot of questions as I spaced out at work staring at my computer screen. I asked myself what I would do if I had no boundaries, no limits, if money wasn’t a factor. 

The answer was instantaneous. I would open a coffee bar. I had dreamed secretly of owning a coffee bar since I was in high school, but I had never considered it a possibility. Owning a business was something other people did, not me. I couldn’t; I wouldn’t know how, I always figured.

But then I thought, why not me? Why couldn’t I do the thing I had always dreamed of doing, but dared not pursue?

That one date, that one question set me on the path I am on today. I bought a copy of Ladies Who Launch and began to define my dream. I learned how to dream even bigger, to flesh out my plans, to become comfortable with speaking about my dream. I even named it and registered the domain for a future website.

Then I was poking through the bookstore again when someone recommended The E-Myth Revisited to me. I started reading it and realized how little I knew about my intended business despite having worked at two cafes. So, I applied for weekend positions at Starbucks and a couple of the local independents.

Tomorrow is my first day at one of those cafes. Tomorrow will be the most concrete step I’ve taken since I started allowing myself to believe that I can do this. Sometimes I pick my head up from my unbelievably busy life and take a look around. I can’t believe how much I’ve been able to accomplish in the past couple of months.

Oh, and I still got the third date.

Dream big. Baby step.

I Get Accountable: A Follow-Up

I took my own advice this week after blogging about accountability partners. After all, that’s what the post was about. I met with a girlfriend Wednesday to catch up and discuss a book I had loaned to her a few weeks ago, Ladies Who Launch. It was the first book I read when I realized I wanted to be an entrepreneur and it eased me into the start-up mindset. So, knowing my friend was feeling uninspired, I loaned it to her. It had such an impact at a pivotal moment in my life, I was anxious to see how it would affect her.

After a great hour-and-a-half long conversation that included brainstorming business ideas, we agreed that it would be nice to do on a regular basis. Earlier that day, at a political rally, I bumped into another one of my girlfriends, an ex-coworker, who in the course of the usual chit-chat off-handedly mentioned that she was thinking of starting her own business. I made a lunch date with her for later in the week, and mentioned the idea of adding her to our weekly meetings to my other friend.

Accountability group accomplished. It’s more than that, though, since we have different interests. We’re all interested in starting our own businesses, but some of us are interested in real estate investing, stocks and inventing. The nice thing is that three people can accomplish more than one can. So, instead of one person trying to research sole proprietorships, limited liability corporations, taxes and bookkeeping, trademarking and copyrighting law, etc., we have three people who can split it up. And where one person has X contacts in her network, our group will multiply that by three.

Besides all of the rational and technical benefits of our group, there is also the more emotional benefit of knowing that there are people who get excited about the same things I do, who are striving toward the lofty goals as well, who are unsatisfied with the status quo and are willing to take action.

Stand Up and Be Accounted

Accountability is a word you often hear bounced around your workplace (i.e. being held accountable for your responsibilities) and the big business arena (i.e. corporate accountability). What I’m talking about is a different sort of accountability. Really, the word has come to mean so little to me due to its jargonization from the first two instances that I needed to look it up.

Accountability, according to Merriam-Webster, means the quality or state of being accountable; especially: an obligation or willingness to accept responsibility or to account for one's actions.

I first heard of “accountability groups” from their use as post-rehab groups. Recovering addicts and alcoholics leaving rehab facilities who live in the same area get together regularly to discuss their recent progress and actions, and to accept responsibility for them.

That might sound pretty hard-core, but it’s something that I’ve been able to utilize recently to help me make some life changes I really wanted to achieve. For instance, most recently I decided that it would be better for my life overall if I started waking up earlier. I thought a long time before I mentioned it to anybody because I know myself and I know that waking up earlier is not going to be easy for me. Once I made the decision, I knew that I couldn’t go it alone.

How to get started
My accountability partner happened on accident. When I started my running program, I got so excited about it that I told everyone. One friend in particular made a point of asking me nearly every time I talked to him how my running program was going. I always answered honestly, whether it was going good or bad. When it was good, he was glad to hear it; keep it up, he said. When it was rough, he offered encouraging words; don’t give up, he said, you’ll get there.

The amazing thing, though, is what took place in my head. When I thought about skipping a run, I knew I would have to face my friend with the truth. I was going to be held accountable for my decision. Knowing that made me go through the excuses I would try to get away with, know that no one of them would work and I would sound like an ass, so I went for my run. It’s been 8 weeks since I started that running program and I haven’t missed a day!

So, when it came time to quit coffee and within a few days, begin a new morning routine, I told my accountability partner. Day Six without coffee and Day Two waking up early, and he’s asked me about both. And each time I see a tempting cup of coffee or I feel the desire to hit the snooze button, I imagine having to tell my accountability partner my lame reasons why I made those decisions.

Don’t just take – give accountability!
I realized this morning how much of an accountability monger I’ve been! Spread the love, people. You can be someone’s accountability partner, too. All it takes is a genuine concern and a little bit of effort to remember to ask a friend how he or she is doing on whatever new venture or project they are working on.

The nice thing about accountability is that it does have a whole lot to do with advice. If you know something about their project, great. Offer your experience. But it doesn’t matter if you don’t. The point is that you are there.

Tips for accountability
1. You’re there to give/get support. You don’t need to dish out advice every time you talk to someone. Ask them how it’s going, good or bad. Get details if it’s bad. Let them know if you’re seeing progress. This can be especially important for long-term goals.

2. Don’t be an unsolicited accountability partner. It sucks, but it’s true – sometimes people don’t want to be held accountable. I see it every New Year; people tell you about their new resolution, and when you ask them about it two or three weeks later you get a mumble and a growl. Not everyone wants to really change, and you’ll only piss them off, you busy body know-it-all!

3. Frequency is key. If you’re not being held accountable on a regular basis, then it won’t work. Figure out what the optimal schedule is for the task at hand. If it’s running four times a week, then at least once a week will work. If it’s sticking to a monthly budget, then once a month might work. Figure it out with your accountability partner so that you don’t go too easy or too hard on yourself.

4. Your accountability partner should keep you in line. Dump a doormat accountability partner. They’ll get you nowhere fast and you might not be helping them much either. On the other side of the spectrum, ditch an overbearing partner. You shouldn’t dread calling your accountability partner because you think he or she is going to rail at you. That’s the fastest way to give up.

5. Be honest. Otherwise, there’s no point. Remember, this isn’t forced upon you as a class assignment or as a job duty. It’s supposed to be about a change you really want to make. If you’re not honest, you’re only lying to yourself.

6. Spread the love; start an accountability group. If you are a person in the middle of totally reworking your life from top to bottom, honey, you might be too much for one person! In all seriousness, being an accountability partner is a big responsibility. Consider getting a group of like-minded friends together once a month to discuss your goals, actions and plans and hold each other accountable for them. Sometimes it’s just nice to know that not everyone is perfect 100% of the time. A group can be there to share their experiences with similar goals or projects.

7. Post it on a blog. Hard to admit publicly that your attempt at quitting coffee or waking up early failed miserably because you didn't have the will power to pull it off. Heh.

Don't forget the rewards

Providing a friend with support can be a truly amazing experience. My accountability partner told me recently how rewarding it’s been for him to see me achieve the goals he’s helped me with. I hope one day I can experience that kind of reward with many of my friends.

Get accounted.