You sit down at your desk ready to destroy your workday. You brew a pot of coffee, break out your calendar and dive into your most important task.
And then it happens. The phone rings, or a co-worker stops by to say “hey.” Maybe your boss swings by to ask about those TPS reports.
Whatever type of interruption you face, you’re annoyed. And if you work in an office, you know exactly what I’m talking about: Just because you’re sitting behind that desk and have already “clocked in,” everyone thinks it’s perfectly okay to engage you. Unfortunately, these random engagements can absolutely kill your productivity.
Not only can they knock you off task, but they consume your mental energy for the day. I didn’t notice how much time I was losing before I had kids, but I notice it much more now that I have four. And yes, being a parent has severely limited my ability to endure small talk and mindless babble.
Parents, you know what I’m talking about: 20 minutes in the hallway talking about last night’s game. A co-worker lamenting over workplace stuff. A leisurely lunch invite that turns into a two-hour affair against your will.
This is the type of stuff that can waste your productivity and reduce your potential.
Creating space and forging a new path
After a few years of enduring these wasted moments and opportunities, I was convinced something needed to change. I wanted to get out of the office more, but to accomplish nearly the same amount of work. More importantly, I wanted to stop wasting so much time, when I could be home with my family or out enjoying life.
At first, I thought that leaving the office more often would be an impossible feat. I mean, how could leave more often yet still accomplish the same level of work?
Sure, I was the CEO of my own wealth-management firm, but that didn’t mean I could come and go as I pleased. If I wasn’t in the office, what would my clients think? Was my team even capable of running everything in my absence? What if something went wrong?
It took me a while to realise I was consumed with limiting beliefs. Fortunately, a few amazing entrepreneurs and thought leaders made me realise the error of my ways. First, I read Tim Ferris’ book The 4-Hour Workweek and realised what was possible. Using the strategies in his book, I could reduce my time in the office significantly, right? Second, I joined a coaching program called Strategic Coach. The program introduced me to the concept of “creating space.”
One exercise we did involved tallying up how many free days we had taken in the last year. Why? Because they said we needed to learn to “create space” in our lives. And, to create that space, we had to give ourselves a break and some time off. Over time, the mental exercise of “creating space” allowed me to figure out what was important in my life, then outsource the rest.
Third, I started listening to productivity geniuses like Michael Hyatt. Highly productive entrepreneurs aren’t born that way, Hyatt says. They learn to become ultra-productive by mastering their environments. According to Hyatt, constant interruptions and distractions are the number one obstacle entrepreneurs face as they check off their to-do lists and work toward their goals.
And that is a shame, Hyatt say his websites. “Entrepreneurs and executives like us have too much value to contribute to our businesses and the people that matter most in our lives to let distractions drag us down,” he says on.
Just listening to experts like these taught me to “create space” and step away from my situation, to a certain extent. From there I set out on a path to limit distractions and build a better workday. Over time, I brought my office time from 40 hours per week to less than eight hours, with no impact to my productivity and even greater earnings over time.
Related: Building Real Work Life Balance
How did I do it? Five ways
1. I hired strategically
Although I already had a director of relations on staff, I added an associate advisor, as well. The associate’s job was to be “me” when I wasn’t there – giving expert advice to our clients and providing the service they deserve.
This is where I think a lot of small business owners fail. Scared that no one could ever stand in their shoes, they refuse to outsource their most important work. But, if you want to reduce your hours, this step is crucial.
It took a while to get everything set up. For several months, I had to work 60-hour weeks to teach this new hire everything he needed to know. But once the hard work was done, I had a trusted and polished counterpart to lean on.
2. We started documenting our processes
Eventually, I learned I could make my life easier by streamlining processes I did over and over. A tool that I stumbled on, Sweet Process, helps you create processes for everything in your business.
Using this tool, we began creating processes for higher-level tasks such as opening new accounts. From there, we created processes for making bank deposits and processing client contributions. Once we got all the higher-level tasks squared away, we even created systems to take over the small tasks in our workday.
Creating all those processes takes a lot of work up-front work, but once you’re done and new people you’ve taken on are trained, you never have to do these things again. Even better, if you eventually have to hire someone new or replace someone, your documented processes can serve as a training manual.
3. I “created space” and scheduled time for being away from the office
Once I hired more people and created processes, I had to schedule time for being away, to see if my new strategy could work. So, that’s exactly what I did – even though I had to force myself to leave the office.
At first, I spent time hanging out at a coffee shop or working from home. That way, I could test my new employee’s abilities without stepping away completely. Once I felt more comfortable, I started taking Tuesdays off. Then I started added more “off days” to my calendar each week. Eventually, I was down to just eight hours in the office each week, yet everything was still running smoothly. And yes, it felt great!
4. We improved communication
Before I reduced my hours, I had used email, texting and Google Chat as my primary sources of communication. This worked fine for a while, but we eventually realised we were losing conversations and details this way.
Then we stumbled on Slack. Slack allowed us to create channels specific to certain needs for our financial advisory firm; we could conduct ongoing conversations by searching past ones for details. Where we had once lost important information and conversations, Slack kept all of our correspondence in one place.
5. We reviewed actions and looked for ways to improve
Just as happened in the military where I participated in After Action Reviews, I created a process for weekly reviews in my office. We didn’t review one other’s work per se, but instead, how the week had done in general. How was our communication? Did everything get done? Did anything fall through the cracks?
By highlighting any gaps in our communication and planning, we could find ways to improve. And that’s exactly what we did. Over time, we improved everything from our daily communication to results for our clients.
Where I once felt I could never step away from the office, I now work less than 8 hours each week at the office. And as the final nail in the coffin and proof that everything I outlined here works, we have drastically improved our profitability as well. In fact, Alliance Wealth Management (my firm) is on pace to grow revenue by 31 percent this year.
With more time on my hands, I am now able to be a better father and husband. In addition, I’ve created space and time to do something I have always wanted to do — which is to create a course geared toward financial advisors who want to become a force to be reckoned with in the online space. And you know what else? My course, The Online Advisor Growth Formula, is on track to add $100,000 in revenue to my business this year.
This fact underscores the idea that more work hours doesn’t always mean greater results and that, sometimes, less is more.
None of this could have happened if I had never stepped away – and if I had never listened to the savvy productivity experts who forged this path for me.
If you’re tired of working more to accomplish less, make sure to listen to the experts that study productivity like it’s their job (because it is). You might feel “stuck” working too many hours now, but a few small changes can make a world of difference.
This article was originally posted here on Entrepreneur.com.
Why Rest Is the Secret To Entrepreneurial Success
The surprising power of downtime: Here’s why the most successful founders work the least.
Cheetahs are the world’s fastest land mammal. These feline sprinters can accelerate from 0 to 60 miles per hour in three seconds flat. Explosive speed enables them to take down an antelope, but when they’re not hunting, cheetahs expend as little energy as possible.
In fact, researchers found that cheetahs burn about 2 000 calories per day – the same as an average-size man. “I guess both humans and cheetahs rest a lot to offset high-energy activities,” biologist Johnny Wilson told National Geographic.
Cheetahs work hard to capture their prey, but they quickly compensate for each burst by hiding, waiting and resting. Clearly, they don’t have startups to run, but I can’t help but draw a parallel between these big cats and modern founders.
In the early days of my 12-year entrepreneurial journey, I was the anti-cheetah. I thought success required 16-hour workdays. I was constantly building, growing and hustling. Over the years, I’ve learned that busy and successful are not the same thing. Yet, many of us spend the whole day sprinting, to the point where we’re stressed and exhausted.
According to Joseph Bienvenu, a psychiatrist and director of the Anxiety Disorders Clinic at Johns Hopkins Hospital, busyness has become a widespread health issue:
“Emotional distress due to overbusyness manifests as difficulty focusing and concentrating, impatience and irritability, trouble getting adequate sleep, and mental and physical fatigue.”
As I’ve built my company, JotForm, I’ve learned that when we know how to balance work with restorative rest, our productivity can skyrocket — and we might even catch more antelope.
The roots of busyness run deep
Scholars believe Homer wrote the Odyssey near the end of the 8th century B.C. In book 9 of this epic poem, Odysseus describes the island of the Lotus-eaters, where the natives spend their days lounging and eating the intoxicating lotus fruit.
Once Odysseus’ crew tries the fruit, they forget about home and long to live out their days on the idyllic island. Eventually, Odysseus drags his men back to the ship and locks them up to break the spell.
Talk about a parable for laziness. It seems even Greek philosophers prized industry, and yes, busyness. Today, everyone from founders to football coaches despise anything that implies complacency. We’re always pushing to do more, to improve ourselves and to stay constantly in motion.
Subconsciously, we even evaluate peoples’ worth based on how many hours they work or how “in demand” they are. We prize “busy” above all else. At a certain point, however, we have to make a choice: Do we want to be busy, or do we want to make an impact?
Nothing is more precious than time. It’s a cliché, but it’s true. Escaping the cult of “busy” means taking time to rest – and it requires us to step back and re-evaluate what matters most. I’d like to share how I’ve learned to reject the frenetic pace of startup culture, and how you can, too.
Start small – and take breaks
Busyness robs us of precious hours: to think, play, explore, nurture relationships – and to rest.
“There is a simple way to take back your time: Do less,” journalist Elizabeth Evitts Dickinson wrote in John Hopkins Health Review.
“And yet, those two words are perhaps the most challenging call to action. Doing less means understanding your priorities and constantly defending them against the encroachments of the status quo, which dictates that busyness – and material wealth and value – is best.”
As Dickinson says, it’s not easy to reverse our mental conditioning. Doing less isn’t as simple as it sounds. That’s why I recommend starting small. First, take the time to discover your peak hours, then take breaks throughout the day. Not only will you feel better, but these short rest periods can actually improve the quality of your work.
In fact, regular breaks can prevent decision fatigue, restore motivation, increase productivity and creativity, and consolidate memories. Breaks that involve even five minutes of movement can also improve our health and well-being.
Taking time to grab a coffee or chat with a team member is far from “doing nothing,” but it’s an important way to step off the metaphorical treadmill and re-establish your priorities.
Reserve time for reflection
Some of the greatest founders, innovators and creators set aside large chunks of time just to reflect. For example, Microsoft founder Bill Gates first took solo Think Weeks – seven days spent reading, strategising and reflecting — before the idea spread through the company. Today, Gates credits those weeks with generating some of Microsoft’s top innovations.
Other founders, like Skillshare’s Mike Karnjanaprakorn, have now implemented the practice. So have Mark Zuckerberg and Tim Ferriss. Even people who can’t take a full week for reflection often thrive when they set limited working hours.
The late Dr. Maya Angelou, for example, always drew clear boundaries in her schedule. The legendary writer, poet, singer and activist arrived at her desk around the same time each day. Afterward, she set aside work to spend time with her family.
“I try to get there around 7, and I work until 2 in the afternoon,” Angelou said in Daily Rituals: How Artists Work.
“If the work is going badly, I stay until 12:30. If it’s going well, I’ll stay as long as it’s going well. It’s lonely, and it’s marvelous.”
Challenge your body
Rest doesn’t necessarily mean lounging out on the couch, watching Netflix in a glassy-eyed trance. The most effective downtime also involves physical exertion, whether that’s a long walk, a hike or a bike ride. Restorative activities can help to balance out more brain-intensive work.
Silicon Valley consultant Alex Soojung-Kim Pang, author of Rest: Why You Get More Done When You Work Less, says rest is a necessary form of mental restoration. And exercise is one of the best ways to recover the mental energy we need to perform at peak levels.
“There are so many people who find that a workout, a long hike, clears their minds, helps them calm down, gives their subconscious mind opportunity to think through problems,” Pang told Scientific American. “What all of that teaches us is that exercise is a really important form of rest.”
Embrace the digital Sabbath
At least one day a week, give yourself a technology break. It’s not easy to cut the psychological strings, but going device-free on a Saturday, a Sunday or another day of your choice can give your mind space to wander, while enhancing your creativity.
If a full day away from screens and notifications feels challenging, you’re not alone. But remember that a stressed, tired brain can’t generate fresh ideas. We’re also more likely to make mistakes and overcomplicate solutions when we’ve exhausted our mental reserves.
As the late Steve Jobs once said, “Simple thinking can be harder than complex: You have to work hard to get your thinking clean to make it simple.”
VC-backed founders get the lion’s share of startup press. They make headlines with record-breaking funding rounds and dominate the top of TechCrunch. Outside investment can provide essential startup capital, but it can also tie founders to the pressures of hockey-stick growth targets and boards eager to recover their cash.
Instead of the 24/7 grind, I chose to bootstrap my company with a slow-and-steady approach to growth. It has taken time, and it hasn’t always been easy, but I’ve built a stable business that can even function without me. Most importantly, I have full control over my work and my life.
If that sounds like a privileged position, you’re absolutely right. I’m grateful for the ability to spend a whole summer with my wife and my newborn baby, for example, and I’ve worked hard to reach this point. Bootstrapping isn’t the right approach for everyone, but it can help you to maintain your freedom and live a more balanced life.
Work to live, instead of living to work
Even in a conversation about rest, we still tend to look through the lens of productivity. We’ve become obsessed with maximising every minute – and that’s fine, as long as we reclaim that time for our lives, not necessarily our work.
No matter how excited we may feel about our businesses, or each new project, a rich life also includes family, friends, exploration and adventure, in whatever proportion you desire. I certainly don’t want to regret relationships that fell apart while I was staring at a screen, or the opportunities I missed in the world outside my office.
Try to leave work at work – even if it’s in your home. Give yourself the gift of restorative downtime. And balance thinking hours with time spent in motion. Just like the cheetah, we can sprint to bring down the antelope, but then it’s time to rest.
This article was originally posted here on Entrepreneur.com.
Having The Time Of Your Life
How can you avoid a To-Do list that never gets ticked off by the end of the week? Or maximise the number of hours you work on critical projects, to achieve your career goals? And why is it important to take time out?
Being an entrepreneur is a constant balancing act between the demands of your business needs and your personal life. The key to a work/life balance that ensures you achieving your work and personal goals for the year ahead, is effective time management.
Time is our greatest resource and there are many ways in which to maximise your ability to manage this precious commodity. But how can you avoid a To-Do list that never gets ticked off by the end of the week? Or maximise the number of hours you work on critical projects, to achieve your career goals? And why is it important to take time out?
Unfortunately, time does equal money
In the modern workplace and in most businesses, time is synonymous with money. Whether you bill by the hour, or bake by the truckload, time is essential in running a successful career and business. Just think of how important time is in the service industry, and how time influences purchasing decisions. Think of all the drive-through fast food chains in a city – all there to save time. Because time is indeed money, it is critical to prioritise your time effectively. Keep in mind your most pressing deadlines, plan ahead and prioritise clients and customers effectively.
Me-time with a twist
Self-management impacts on your personal effectiveness and includes managing yourself and your time, being responsible for your achievements and being accountable for your results and successes. In business, if you prioritise a company’s time more efficiently, it can lead to improved customer service, improved delivery, increased profits, and increased market shares.
Imagine what it could do for you if you made the mind shift to prioritise your time and self-regulate your time daily?
Visualise that empty inbox
Start by removing thoughts of procrastination and imagine yourself as a “doer.” Think of the benefits of becoming a doer. What would our work life be like if we organised our tasks in order of importance, and not in order of enjoyment? What would it feel like to be thought of as someone who “got things done” and was “reliable?” How would we handle our paperwork? Imagine having an empty in-tray.
Critically, managing your time and self-regulating the hours, minutes and seconds in a work day will free up time for the people that matter in your life. Go watch that ballet recital or cricket game you never have time for. Have a coffee with a fellow entrepreneur and see how these small acts of rewarding you for time well spent, with energise you in your daily tasks.
Ditch the time wasters
A Time Waster is anything (or anyone) that doesn’t contribute to your daily goals or your To-Do List. Many of these time wasters have become a natural part of our work style. Now is the time to change – to reverse the process. It will take time and effort to get rid of time-wasting habits. Research shows that it takes approximately 21 days to change a habit.
For example, at first, we will have to make a conscious effort to keep our meetings on track. If things are dragging on, we need to stand up and indicate that the meeting is over (if you are running it), or to be excused (if your input is no longer required). This applies to all the time-wasting habits we have acquired.
It may be uncomfortable at first to tell a colleague that you are busy and unable to chat – but as you get used to being assertive and as they get accustomed to the fact that you are not always available – then it will become easier.
More tips to deal with time wasters
- Fix a time for paperwork and admin;
- Have clear daily objectives;
- Delegate work as needed;
- Group your telephone calls;
- Be assertive with unannounced visitors.
The Secret To Living A Balanced Life As A CEO? Pick A Strong Second In Command
The key is to find a partner who is strong in areas where you are weak.
Entrepreneurs are not known for having work-life balance. In my experience, trying to find balance as a start-up founder is like looking for a real-life unicorn. If you’re looking to create something that is disrupting an industry, the path isn’t going to be easy.
Building out a new idea practically guarantees imbalance. This is especially true in the early stages of a start-up. Prior to joining LegalZoom, I would work 100 hours a week. It was a fast-paced start-up world. I had to make certain sacrifices. For example, I chose not to have a family right away, because I knew I wouldn’t be able to be the present father I wanted to be. However, I was prepared to make those decisions. I believed in the work I was doing, and I knew it was going to take blood, sweat and tears.
So, what’s my advice to entrepreneurs on achieving balance? First, grow the company. Even in a company of 25 people, the burden of leadership generally falls on one person. It can take upwards of 100 people to really notice a shift in leadership. But, second, and most importantly, look for a co-partner that is just as strong as you are.
The one-two punch
Usually, when companies are founded, there is one individual who is celebrated. We forget there’s almost always another person behind the scenes helping to call the shots. Oftentimes, that person doesn’t want to share the spotlight. He or she is happy to have a non-public facing role and just want to get the work done.
We tend to talk about the visionaries, but there has to be a person in the company who helps turn that vision into reality. We all know Walt Disney, and maybe even the previous longtime CEO Michael Eisner, but what about Frank Wells? As the president and COO alongside Eisner, Wells helped lead the company through a 10-year period of unprecedented growth. Steve Jobs will forever be remembered as the visionary behind Apple, but Steve Wozniak provided the necessary engineering expertise to drive the company forward. Even today, many believe Elon Musk needs a strong second-in-command to help run Tesla.
I call this dynamic the “one-two punch” in leadership. As a CEO, you have to think critically about your second-in-command – whether it’s the COO, CTO or CFO.
We all want to be able to spend our time doing the things at which we excel. Excellence is what drives the company forward. At LegalZoom, I’ve been able to spend 80 percent of my working hours on tasks that leverage my strengths. The only way that I can do that is by having a partner who is strong in areas I may be weaker. In a strong one-two punch combination, both of us are spending 80 percent of our time on our strengths. The key is that those strengths don’t overlap.
How to find a great co-captain
The longer you wait to find your “two,” or if you make a mistake in selecting that person, you set yourself up for trouble. How do you find a second-in-command that can help you lead your company to success? It may seem obvious, but the first key is to understand where your weaknesses lie. It is essential that your co-leader make up for the skills that you lack, and vice versa.
It’s important to consider a person’s background as well, but don’t be afraid to look beyond the resume. I’ve judged candidates before based on raw talent and a gut feeling on their potential. Sometimes the best person for the role doesn’t necessarily have the strongest resume. Instead, he or she has a high level of motivation and a killer work ethic. These are the individuals that never hear “no.” They look for solutions rather than just identifying issues – and they are critical in the startup world.
Ultimately, while you bring different skill sets and career aspirations to the table, you and your co-partner must connect at a collegial level. At the end of the day, you have to appreciate what the other does. You have to share a common vision and mission.
Finding balance, after all
Any CEO with some semblance of balance in their life owes it to the small army of individuals behind them helping to make it happen. While you should prepare for imbalance early in your career and understand the sacrifices it takes to start a company, with the right “two,” you’ll have the support needed to succeed.
This article was originally posted here on Entrepreneur.com.