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How Missing a Deadline Improved My Performance

If you read this blog, and clearly you do, you probably noticed that I didn’t publish a blog post last week *gasp.*

“But Shir, you’re such a stickler for habits, and for following through on your commitments, blah blah yada yada.”

That all may be true.

However…

And this is a particularly large however…

It’s not worth beating myself up over.

Why? I’ll tell you why. In the only way I know how: a bulleted list!

But first, a little context…

Usually I write a first draft of a new blog post early in the week, and then spend the rest of the week revising it. That’s right kids, that means blog posts typically go through 3-5 versions before they ever see the light of day. How’s that for quality control? More on the process of how I write my blog in a future blog post. Is that meta enough for you?

So there I was last week, on Friday afternoon, with 3 first drafts for different blog posts. I didn’t plan it that way, it’s just what ended up happening when I tried writing about the topic of time tracking.

This presented a dilemma. Do I struggle to get one of these posts finished and published, or do I skip a week? Here’s a glimpse into my thought process, which ultimately led to my decision to skip a week.

Reasons to NOT beat myself up:

  • Ouch. No thanks.
  • It’s not that I haven’t been working. In fact, I spent 2 hours 22 min on my blog last week. Yeah, I track that shit. More on that in the coming weeks.
  • I don’t work for someone else, so there isn’t actually a hard deadline to meet.
  • I refuse to sacrifice quality. In order to publish one of my posts last week, I would have had to force myself to get a “fresh” perspective and edit one of them on the spot. But I wasn’t fresh at all. I was burnt out for the day. You see the problem? No? Write a blog for 6 months and then you will :).
  • I refuse to stress myself out unnecessarily. What a wonderful life decision this has been by the way. Try it.
  • One of my top priorities was not losing the habit of working on my blog. And since that’s exactly what I did this week, I was in the clear!
  • I need to reward (not punish) myself for getting inspired and deviating from the standard structure. After all, this is what leads to innovation and growth. I’m particularly proud of the concepts I’m about to discuss in these next few blog posts. This “deviation” is now directly responsible for 4 distinct (dare I say awesome?) blog posts. Take that status quo!

If all that wasn’t enough (ahem, it was), it was way more important that I prepared for my weekly meeting with Georges in just a few short hours from the time of this critical decision. I wanted to get his feedback on a new client proposal, because he’s really good at that sort of thing. More on the fruits of that particular labor in a future post.

And not that I’m looking for excuses or justifications, but I think it’s only fair to mention that I was a little sick last week too. I am happy to report that I successfully warded off whatever illness was trying to infiltrate my body, by sleeping in for a few days. There’s no doubt that doing so cut into my productive hours. The alternative however, was to be physically awake for more hours, feel like crap, not be able to focus anyway, and then feel guilty, and stay sick longer. And who does that help, huh?

Plus, let’s not forget that last week was Thanksgiving, which meant 1.5 days of food prep, and then the evening feast of Thanksgiving itself. Overall I lost at least 6 hours of work time.

Not to sound like ungrateful or anything. After all, this is the holiday of being grateful. Plus it only happens once a year, and I will look back at these so called “mundane moments” with the utmost fondness and nostalgia, especially when I’m on my death bed. I don’t mean to sound morbid either. I see these moments as blessings, which I am extraordinarily grateful for. More on gratitude in a future post :).

What about you?

Think of a time when you struggled to meet a deadline. What did you sacrifice in order to meet it?

Now let’s add another wrinkle into the fabric of that question. And answer honestly. Would you have been disciplined enough to not meet the deadline and still finish the project on your own? Would it have been better or worse as a result?

The more we know ourselves, the more we can optimize our time, energy, and contribution to the world during our limited time on this planet.

Put that in your pipe and smoke it.

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The Rise and Fall of my Intention Log

Every once in a while I start a new self-tracking habit that doesn’t quite work out for one reason or another. This post is dedicated to one such endeavor: the “Intention Log” which began on 9/29/13.

My Intention Log was directly inspired by Mariel Hemingway (yes, the granddaughter of Ernest Hemingway). I saw her interview with Oprah on Super Soul Sunday.

I particularly enjoyed her interview because she shared her personal stories of how she overcame her struggles. She voiced her vulnerabilities, which, according to Brené Brown is a really good thing. More on vulnerability in a future post….

At one point she mentioned something about rituals, and how her morning ritual of making tea is sacred to her (watch an excerpt from the interview here). Ever since then I’ve really enjoyed my morning ritual of having coffee in the kitchen while answering emails.

It’s funny, but I used to think of ways I could automate the coffee brewing process, kind of like Doc Brown from Back to the future and the dog food. But ever since that episode of Super Soul Sunday I’ve actually really enjoyed making it all by myself.

I know, I’m so grown up.

Back to Mariel (sounds like a great 70’s sitcom right?)

Another thing she mentioned was how every night before going to bed she would set an intention for the next day. I really liked that idea. And since I had already created the habit of creating new habits (more on that in my pioneer post New Habits), I decided to see what all the hullabaloo was about and give it a shot for myself.

I created a new outline in my CarbonFin Outliner account and began writing intentions for the next day. Of course, I also added a task in my ToDo app and set the repeat interval to “daily.”

To bring the abstract into the concrete, here’s an example of an early entry:

  • Add value to [censored client name]’s life
  • Brighten everyone’s day at Blake’s office and improve their workflow by enhancing the Beyond Tells excel tool
  • Bring smile to people’s faces
  • Feel love for everything and everyone, and spread that with others

As you can see, I wasn’t sure how broad or specific to go. After all, what is an intention, really? Instead of investigating this question further, I just did whatever came naturally to me. At first it only took me a minute or two to jot down my intention and then just go to sleep.

And then a few things happened…

First I noticed that it was taking me longer and longer to come up with my intentions.

Here’s an example of a later entry:

  • Wake up feeling rested and full of joy
  • Have a remarkably productive day and be damn proud of it

Believe it or not that took me a while to come up with. Not because it’s so incredibly complex, but because I was trying to find a balance between broad/specific, and abstract/tangible.

Secondly, and here’s the real kicker, I noticed that I didn’t feel any better as a result of writing these intentions. Especially when I compare that to the effect mediation had on me. I didn’t find myself thinking about my intentions during the day, and I didn’t feel any more grateful or happy as a result of having recorded them the night before.

So just like that, on 11/6/13, just 38 days after beginning, I stopped cold turkey. Not to be confused with hot turkey, which I’ll be having next week for Thanksgiving. Mmmm….

So what did I learn here?

It’s great to be open to trying new things, since that’s how I began self tracking in the first place. However, it’s also super important to pay attention to when things do NOT work out.

It actually reminds me of the Lean Startup methodology. Fail early, and fail often (and if at all possible, learn from those mistakes). It’s funny, but even though I’ve heard so much about Lean Startup methodology and framework by Eric Ries I still haven’t read it. Perhaps it’s a whisper that I should take the time to actually read it?

So yeah, even though this intention log was… wait for it… well intentioned (badam ching!), I decided to abandon ship after only 38 days. To not do so would mean going down with the ship just for the sake of saying that I didn’t quit.

No thanks, I’ll choose activities that add value to my life instead 🙂

What have you tried recently that fell flat on its face? How long did it take you to realize things weren’t working and stop? Don’t forget to share your story (or a small excerpt of it) in the comments.

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Accountability Partner: You Don’t Have One? Get One!

Last week we discussed how joining a group and sharing your personal goals can catapult your effectiveness into the stratosphere: Collective Inspiration, Meet Personal Accountability.

This week I will share some of the specific benefits of meeting with my accountability partner Georges Janin, every week since December 2, 2012.

So how did it come to pass you might ask?

I see it as a series of fortunate events (not to be confused with Lemony Snicket’s “A Series of Unfortunate Events).

I accepted a commission-only sales position for Your Office Agent in Dec 2011, and proceeded to spend about 4 months, and well over 100 hours, to earn a big fat $ZILCH in commission. For those of you who aren’t math wizards… this wasn’t exactly the best use of my time.

In reality, I have nobody to blame but myself. And as I’m sure you’ve already deciphered, it actually worked out for the best anyway. #woot

So there I was, in a position of selling temporary real estate solutions to small-medium sized businesses in NYC. I needed to improve my selling skills. And fast. Luckily (or was it fate?), I stumbled upon a Skillshare class taught by Georges Janin called “The Art of the Cold Call” and enrolled on 2/8/12.

After the class, I distinctly remember thinking “Now here’s a guy who is not only really good at his craft, but also genuinely enjoys sharing his knowledge and expertise with other people.”

Curiosity = Piqued

A few weeks later, a multi-session sales course offered by Georges found its way into my inbox. I signed up immediately. A few days before the course was scheduled to begin however, I received the following email from Georges:

(And by the way, notice the stellar customer service skills he exhibits here. It still amazes me how the overwhelming majority of businesses get this part so shamefully wrong, so take notes!)

“I wanted to update you on the Art of the Sale. A few large developments have taken place on my end…. Because of that I am not going to do the Art of the Sale at least for now. Sorry about that.

There are 2 options for you. I can:

-Refund you. Which I can do in a click.
-Do a 1-1 Sales Course that would take place over a 4 hour period and would be specific to your business. Sort of like the course but accelerated and personalized. We would do it in the next few weeks depending on your schedule.

Just tell me what your preference is and I’ll make it happen!

Thanks

Georges”

It was a no-brainer. “Sign me up for option 2 please!”

Fast forward to our first meeting

Georges deconstructed my professional goals, and identified how to best achieve them from a sales perspective. He also had a keen eye and a business savvy that I didn’t see in any of my friends or acquaintances at the time.

Before leaving, he mentioned that he wanted to learn how to salsa dance. How interesting… I just happened to have taught beginner salsa classes for 2 years to over 2,600 people. Why don’t we arrange a little barter? Sales/business training for salsa dance instruction? Let’s just say it was an easy sell :).

For 4 months I taught Georges everything I knew as a Salsa dancer. In exchange, I was getting a unique behind the scenes look into the mind of a sales genius. Georges had a remarkable way of breaking down my ideas and simplifying them. I can’t even begin to quantify how much time and energy he saved me. And you know how much I like to quantify things… haha.

To sum it up, here are some of the benefits of having met every week for the past year:

  • A fresh, outside perspective. Sometimes the solution to a particular challenge was RIGHT in front of me, but I could never see it because I was too close to it. Having someone from the outside who was invested enough in my success has proven to be invaluable, time and time again.
  • Accountability. You better believe that I wasn’t going to show each week NOT having accomplished what I said I would. Ok, so it happened a few times, but it felt really crappy, and I tried extra hard to not let it happen again.
  • Staying on track. I used to be notoriously bad at getting distracted by what Georges and I refer to as “shiny objects” or business opportunities that seem cool, but are actually not at all related to our primary goals. In other words, Major de-railers. Major no-no’s.
  • Fun. It was awesome to talk about what I accomplished each week to someone else who was as motivated as I was to succeed. After all, I couldn’t just talk to my friends for an hour about my business achievements. “That’s great Shir, but can we just enjoy this drink and play another game of shuffleboard?”

If that’s not totally worth it, I don’t know what is.

Want to start your own accountability partner sessions?

I have tried a few others and none have worked quite as well as with Georges. Here are a few things to keep in mind.

  • Get to know each other before beginning sessions. I tried once without knowing the person too well, and I found myself feeling a lack of emotional investment on both our parts. I also didn’t know how to advise them because I didn’t know them well enough.
  • Compatible personalities is essential. If you can’t stand being in the same room together, it ain’t gonna work. Big fat DUH!
  • Similar core values and complimentary talents are a major plus. Both need a strong work ethic, and take self improvement and professional development seriously. It also really helped for example that Georges was really good at sales and I’m really good at staying organized and implementing strategies to stay intrinsically motivated.
  • You absolutely positively MUST respect each other’s time. I cannot stress this point enough. Show up late once and it might be forgivable. Show up late again and I will cut you out of my life so fast it will make your head spin. Is it just me, or is this a major deal-breaker?
  • You both need to be equally driven & dedicated to success. This should go without saying, but you’re simply not going to stick with regular meetings unless you’re both taking it seriously.

So what are you waiting for?

If you already know someone who fits the profile I just described, propose the idea to them. If you don’t, go ahead and sign up for classes or attend seminars/events in your area of interest. I have found speakers/teachers to be excellent candidates for accountability partnerships.

Either way, don’t forget to tell me about it in the comments!

P.S. Here was my inspiration for the title of this post: Toy Story moving buddy quote

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Collective Inspiration, Meet Personal Accountability

What do you get when you combine Collective Inspiration with Personal Accountability? According to Bassam Tarazi, you get Colipera!, In his words,

“Colipera is a free 4-week goal setting & execution methodology that allows *you* to lean on *us*; It’s the social virus for getting things done. Together, be better. Ready to get infected?”

How Colipera Works from Colipera on Vimeo.

Along with many other useful morsels of wisdom baked into this motivational framework, is the concept of synergy. You know, the whole two-brains-are-better-than-one spiel. When human beings are grouped together, wonderful, dare I say magical things happen. One of us will have an idea, and share it with the group. This can spark another idea, which creates a chain reaction of inspiration. David Kelley, founder of the design firm IDEO calls it “Design Thinking,” which he describes here in an interview with Charlie Rose.

My first Colipera group (Sounds like a great title for a family scrapbook, doesn’t it?)

Back in the winter of 2012 I participated in a collaborative, curated, Colipera group led by the one and only Bassam Tarazi. For 5 weeks, all 4 participants shared our goals and kept each other accountable.

By the way, why can’t we seem to finish what we start? Because finishing is a skill dammit! It doesn’t just happening magically on its own, as you can see in Bassam’s blog post: “The one make or break skill you think you have but probably don’t.”

But I digress…

The primary goal I set for myself in the Colipera group was to attain a certain sales goal and income level at a new job I had just started. It was a flexible real estate solution, commission only sales position at a company called Your Office Agent. Something which I knew nothing about, but seemed like a good way to expand my knowledge and skill sets, and potentially make a lot of money in the process. Didn’t quite turn out that way, but more on that in a moment.

In the meantime, here were my original goals for the Colipera group:

  • Earn my first $5,000 from Your Office Agent commissions by February 1st, 2012.
  • Contact at least 60 new prospects (3 per weekday), while following up with all previously contacted prospects.
  • Schedule meetings / show space to at least 5 interested leads.
  • Close at least 1 deal earning me $5,000 in commissions.

And then something interesting happened

Every week my goals kept changing. For a while it actually felt pretty discouraging. Was I not sticking to the program? Was I screwing up somehow?

Thankfully, Bassam and the other participants helped me realize that in fact, I was adapting to the changes in the environment. More importantly, to not adapt would be foolish. After all, it’s not that I wasn’t trying, it’s that my goals were no longer appropriate given my new insights into the company and the industry as a whole. When I set my original goals, I didn’t know what I didn’t know, so it only makes sense that they might require some realignment.

Several weeks, and a few half eaten pints of Ben & Jerry’s later, my new goals looked like this:

  • Earn my first $1,000 from Your Office Agent commissions by February 1st, 2012.
  • Get 1-2 inquiries per day from Craig’s List consistently, and close 4-5 deals per month.
  • Train with Bob and learn how to run a networking group for at least 2 hours.
  • Work with Sam for at least 2 hours how to penetrate corporate accounts.

For the record, I didn’t achieve any of those goals either. But before you start picking out decorations to the pity party of the decade, you should know that I did learn a ton from the experience.

Here are some of my “Aha moments” from those 5 week:

  • When I wrote down my goals, it made it much easier for me to keep them at the forefront of my mind during my day to day activities, which invariably helped me stay focused, and keep my “eyes on the prize.”
  • As the week progressed, I was 10x more motivated to stay on track with my goals because I was meeting with other people who were holding me accountable. It’s not like they would have actually shamed or ridiculed me. Rather, it was the prospect of taking the subway all the way down to our meeting spot, and showing up empty handed. No way I would let myself end up in that particularly embarrassing pool of hot water.
  • When I helped other people with their goals I felt fantastic afterwards. The mere act of giving someone else feedback and encouragement motivated me to complete my own goals. I was beginning to see the genius behind the contagious virus analogy that Bassam created for Colipera.

I’ve said it before, and I’ll say it again, you only go as far as your five closest friends. Put another way, “You are the average of the five people you spend the most time with.” – Jim Rohn

Let me put it to you this way:

The single most effective way to master any skill or accomplish any goal is to surround yourself with people who have already succeeded in that area.

Think about it. One of two things can happen:

1) You stop spending time with those people.
2) You force yourself to adapt and rise to their level.

We simply cannot exist in the disharmony of continuing to spend time with them while NOT rising to their level. It’s like positive daily affirmations. My brain can’t handle me saying that I’m successful, while simultaneously facing the physical, tangible manifestations of me being a failure. Oil and water my friends. Oil and water.

How to set up long-term accountability

In next week’s post, I’ll talk about how I set up weekly meetings with my friend Georges Janin, which was the single biggest contributor to my success in the past year. Granted my journey isn’t over yet. I still have a long way to go to realize my dream of owning a condo in NYC with a bar, dance floor, and breathtaking views. (For more information on this and other goals, please refer to my posts on How I Stay Wildly Effective with Wildly Important Goals and The Best 15 Minutes of My Day)

But just to drive this point home, it’s not about how much further I still have to climb. Rather, it’s that I wouldn’t have made it nearly this high had I not met with him every week since 12/2/12.

Sharing is Caring

So tell me…

What groups, clubs, or communities are you a part of? How much more or less successful have you been at the behaviors regularly practiced in that group since you joined?

Think about it.

…And then share it in the comments. You’ll be happy you did :).

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NYC Subway + Tunnel Vision = Flow

For those of you who don’t know what I’m talking about, Mihály Csíkszentmihályi describes flow as “…a single-minded immersion and represents perhaps the ultimate experience in harnessing the emotions in the service of performing and learning.” Thanks Wikipedia!

And now back to our regularly scheduled programming…

I know it goes without saying, but I’ll say it anyway: New York City is awesome!

Where else do you have access to any cuisine, anytime, anywhere? There are so many different people from all over the world, in such a small geographic area. Want to take a cooking class? Pottery class? Join a Flash Mob? You name it, NYC’s got it!

And how does the city that never sleeps get people from point A to point B? Public transportation, a.k.a. the subway.

I was 12 years old the first time I rode the subway by myself. To put that in context for all you non-native New Yorkers, it was the emotional equivalent of getting my driver’s license.

One huge advantage of the subway, is since I’m not driving the train, I can get work done on the way. This goes back to Tony Robbin’s concept of No Extra Time or (N.E.T.) time, illustrated here with him answering emails while walking on a treadmill. I’m already riding the train anyway, so doing work would take zero extra time away from other things. And until we develop transporter technology, that’s not going to change anytime soon. By the way, any diehard Trekkie fans want to get on that? I’ll be the first on your waiting list!

It’s not all peaches and cream though. Here are some potential drawbacks of working on the subway:

  • No Internet access. This is not actually a problem, since there is always plenty of work that doesn’t require being “plugged in.” Anyone else feel like Neo from The Matrix sometimes? This mostly takes the form of writing (like this blog post!) and brainstorming (like the Mindstorm that generated the idea for this blog post!).
  • Major service changes that affect my usual route. This doesn’t usually happen, but if it does I need to actually pay attention to announcements which invariably distract me from my work. Sad face.
  • Very crowded trains. Fortunately, I rarely travel during rush hour. I make a point not to go anywhere before 2 pm unless absolutely necessary. If I’m downtown, I also make a point to stay out later until the evening rush hour ends at about 7 or 8.
  • The massively annoying and infamously un-entertaining “showtime” guys. I’m not sure who started it, but there are at least a dozen separate groups performing the same exact “show” these days. For those of you who don’t know, they blast loud hip hop music with a very strong bass, clap louder than your audiologist would recommend, and dance in the moving subway car. At least once during the performance they have a signature move of jumping onto the poles and twirling their way down. The only people who are impressed are out-of-towners. Clearly, these showtime guys are majorly disruptive. Fortunately I’ve managed to pinpoint which subway cars to avoid at specific times during the day. For example, they seem to be on a weekday loop during the day, getting on the 2nd or 3rd car from the front on the A train at 125th street. Why 125th? Because it’s the longest time between the next stop of 59th street and allows for maximum disturbance potential. I really want people to stop giving them money so they would learn that it is not a profitable way to spend their time. The fact that they continue to do it leads me to believe otherwise though. Wow, that was quite a rant. I must have been more upset about it than I realized!

Since I always like to end on a more positive note, here are some of the benefits of working on the subway:

  • Increased focus. I am able to concentrate remarkably well, with the help of in-ear headphones and the playing of music without lyrics. I make sure never to have it on so loud that I’m oblivious to my surroundings, but it’s enough to make everything else fade to background noise.
  • Movement & people. Sitting at home all day makes me feel physically restless and socially isolated. Riding the subway requires some physical movement and also surrounds me with people. #winwin
  • Fewer choices = less time deciding what to do. I’m either reading, listening to an audiobook (something I usually reserve for long walks in the city), or most of the time I’m reading or brainstorming. This takes some of the mental burden off of not knowing what to work on. It’s Barry Schwartz’s concept of the Paradox of Choice, we have so many options that we feel overwhelmed and end up doing nothing. Sound familiar?
  • Less pressure due to limited timeframe. When I arrive at my destination, the work must stop. That takes the perceived burden off of my shoulders in spending an indefinite amount of time on a particular task. I like that. It has the same impact as the 5 minute timer when I Mindstorm.
  • Helpful distractions. It allows for the option of momentary distractions and people watching. Again, it’s background noise so it doesn’t actually interfere with my focus if I’m in the zone, experiencing flow. However, if I hit a small road block or dead end of some kind, I can pause for a moment. I look up and people watch, and somehow it seems to help me come up with new ideas. I must have done that at least 4 or 5 times while writing the first draft of this post.

One last thing to point out is that on the subway ride home at the end of the day, it’s no longer my prime time for cognitive work. That’s why I do most of my self-tracking during that time. Diet Log, CANI Log, Life Balance Log, 1 Second Everyday, and of course the Subway Schedule Log.

The cool thing is that everyone works differently. It took me a while to become intimately familiar with my ideal working habits. Where do you work best? In an office? At home? At a coffee shop? On the train? Discuss!

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The Best 15 Minutes of My Day

On March 11th, 2013 I began the 21 Day Perfect Health Meditation Challenge hosted by Deepak Chopra and Oprah.

Why 21 days? Probably because popular belief dictates that it takes 21 days to form a habit. Apparently this idea originally came from anecdotal evidence in Maxwell Maltz’s self-help book Psycho Cybernetics. Personally I’ve found there to be a good amount of proof in that particular puddin’.

But before I go off on another food tangent… I should probably mention that up until that point in my life, I had never meditated before. Part of me always thought it was a little too woo woo, but I decided to put those feelings aside and give it a shot.

I’m really happy I did

There are many forms of meditation, but what I liked about this one was that it was guided every step of the way. A few words of wisdom in the beginning, and an introduction of the mantra for the day. Then some very soothing music, and a soft bell to indicate that it was time to stop. I felt as though Deepak was holding my hand through the entire process.

Interestingly enough, meditating actually reminded me of something I learned from Sid Efromovich in his happiness workshop. He talks about taking 10 minutes and simply sitting in silence. Not quite the same as meditation, but still very relaxing, and surprisingly helpful. He described it as a disk de-fragging for the mind.

*Geek-out warning!*

For those of you who don’t know, computers store information on spinning discs (a.k.a. hard drives). When new information gets stored it is recorded on different areas of that disc. Later, your computer’s mechanical arm has to move around in order to access it. The more scattered the information, the more inefficient and time consuming the retrieval process becomes.

That is why every so often, it is a good idea to de-frag your hard drive. In other words, taking related information that is currently fragmented in different parts of the disc, and placing them next to each other. Less movement = faster, more efficient data retrieval.

I’ll be the first to admit that I’m no neurologist…but I believe something similar (at least in concept) might be happening inside my brain. When I sit in silence for 10 minutes a day, it seems to take all the chaotic, disparate elements and organizes, sorts, and brings them closer together for faster, more efficient recall. It also ends up being a nice way to de-clutter my mind.

Pretty cool right?

Back to meditation

I noticed that when I spent those 15 minutes per day meditating, I had an easier time focusing, especially during my prime productive time when working on my Wildly Important Goals (a.k.a. WIGs).

By this point I had already formed a habit of working from about 12-2 pm, eating lunch from about 2-3, and then meditating before going back to work. It helped energize and focus me for that 2nd round of work, which was typically more challenging than the 1st.

A particularly moving meditation session

Duration the first 9 minutes or so of the session (on the topic of breathing), I had a very clear vision of myself in the future.

I was laying in bed, in my high-rise condo in NYC. The one with the fully stocked bar, dance floor, and recording studio that I’ve been dreaming about for years.

On this particular serene Sunday morning, I was next to my gorgeous wife, holding her snugly in my arms. Just as the sun began peaking through the curtains I drew a deep, soothing breath. The recently cleaned apartment left a hint of pine sol in the air, along with a natural freshness created by the assorted plants that I kept near the window sill.

The sun lightly touched her face, and with her eyes half open she gave me the warmest smile I’ve ever seen. In that moment I was overcome with joy and gratitude. I felt very much like Richard Dreyfus’s character in the last scene of Mr. Holland’s Opus, when he is surprised with a school-wide assembly to honor his lifetime of hard work as a music teacher.

After all, my vision was not just some random hallucination. I felt as though I was looking into the future, and that it would only be a matter of time until it would turn into the present. All my hard work, personal and professional growth, overcoming countless setbacks and challenges, would eventually pay off.

Other benefits of meditation

If that wasn’t already enough, here are some other things meditation has done for me:

  • Inspired 4-5 new daily affirmations.
  • Lowered overall level of stress during the day.
  • Improved productivity.
  • Improved quality of sleep (positive correlation of meditation and sleep cycle quality data…more on that in a future post).
  • Increased ability to focus on the present moment, and enjoy every part of it. Overall happiness definitely increased as a result.

This original meditation challenge has become a keystone habit for me (learn more about these habits that start a chain reaction in my post New Habits).

Since then I have already completed 3 other meditation challenges, and am going to finish my 4th today.

So what have you got to lose?

15 minutes of your day? As far as I’m concerned, those 15 minutes allow me to gain back time because I am more productive afterwards as a result.

Check out Deepak Chopra and his library of meditation resources. You’ll be happy you did!

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The Universe is Whispering, Are You Listening?

If you’ve spent any time with me at all (yes, reading this blog counts…sort of) you’d know that Oprah Winfrey is one of my biggest role models. I aspire to achieve her level of success and share it with the rest of the world. My friends have even nicknamed me “Shoprah” as a result. Has a nice ring to it, don’t you think? 🙂

During an episode of one her early Lifeclasses, she talked about the concept of whispers of the universe. Sounds pretty fluffy, pie in the sky, new agey right?

Hear me out…

She simply means that the universe, god, or whatever you believe in that is greater than yourself, gives us subtle hints in the form of “whispers.” These are little clues or omens that make us raise an eyebrow and go “hmm, that’s interesting.” A little more than a coincidence, but not a full blown miracle or spiritual awakening. Make sense so far?

An interesting quality of these whispers is that the longer you ignore them, the louder they get. The clues become less subtle, until eventually they turn into shouts. If you ignore them for too long it hits you like the infamous belly-flop. Seriously, don’t try it at home.

To illustrate further, here is an example of a recent whisper in my life:

Last spring I had been teaching on Skillshare for almost a year, and everything was going incredibly well. I had a regular stream of new students signing up for my classes, I was making good money, received overwhelmingly positive feedback, and overall I was doing what I loved and knew that I was genuinely helping people in the process.

Then came the whispers.

  • Skillshare changed the interface on their site which forced me to update my an Excel web query that I used as part of a demo of one of my classes. Annoying, but manageable.
  • The website become more confusing to use in general. I wasn’t the only one who thought so.
  • Skillshare began diverting resources away from in-person classes and focusing on promoting hybrid classes (part online, part in-person).
  • When hybrid classes didn’t work, Skillshare promoted their new project-based, purely online class format.
  • The option to search for local classes got pushed so far down on their website home page that my students had a hard time finding it. Serious problem.
  • Significantly less students were signing up for my classes.

Finally, the brick wall came crashing down on me.

  • I received an email announcing the resignation of their community manager who was an integral part of their team and personally helped me develop my classes. They also announced the end of the Master Teacher program, which I was a proud member of for many months.

I felt as though the entire universe was coming together to tell me to stop teaching on Skillshare. That is precisely what I did. I taught my last class on May 1st, 2013, and have since shifted my focus to online classes.

Here’s another more subtle example, which led me to sign up for a free meditation program

My first whisper was hearing my friend tell me about the Deepak Chopra and Oprah 21 Day Meditation Challenge. I thought that was cool, but didn’t take any further action.

Then I got an email that my mother forwarded to me of the announcement of that program. Finally, I was watching OWN (the Oprah Winfrey Network for those of you who don’t know) and saw a commercial for the same free meditation program.

Hmm, how interesting.

By this point I was already quite adept at listening to the whispers, and taking immediate action. After all, if I ignored it, it would keep coming back anyway, so I might as well save myself the time and the hassle and get on with it already, right?

By the way, this concept reminds me of affirmations, in the sense that it made me aware of certain things, and helped me seize opportunities that I would have otherwise ignored. *Sad face*

So I signed up for the 21 day challenge on Perfect Health! More details on that in the next post…

Parting thoughts

I believe the answers are out there, and it is up to us to quiet our minds (something meditation has helped me with significantly), pay attention to them, and then act on them.

Do me a favor, and take a look at your own life for a few minutes.

Was there a time in your past in which you were ignoring all the signs? Looking back, could you have saved yourself a lot of struggle had you merely paid attention to, and acted on those signs early in the process?

Knowing what you know now, what would you have done differently?

I’d love to hear from you in the comments! 🙂

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How I Reach Inbox Zero in Under 5 Minutes Every Day

Now that you know that I do not check email from 12 pm – 9 pm every day, we can get to the specifics of how I actually process my email.

A few months ago I started using the Mailbox App for my iPhone and iPad. I’m such a big fan that it has actually replaced the prime real estate on my iPhone and iPad also known as the “dock.” Having said that, I must point out that there’s nothing actually revolutionary about it. It’s main benefit lies in the swiping gestures, which perform 1 of 4 actions:

  1. Swipe all the way to the right – delete message
  2. Swipe a little to the right – archive message
  3. Swipe a little to the left – reschedule message to appear in inbox at a later date & time (a feature I never use)
  4. Swipe all the way to the left – move message to a specific folder.

Speaking of folders… here are the exact folders I use:

  • Requires Action
  • To Watch
  • To Read
  • Udemy Sign Ups
  • Udemy Reviews
  • Unsubscribe

It took me a little while to realize that the “Archive” folder on the Mailbox app actually goes to the “All Mail” folder within gmail.

Before going any further, I should mention that at the time of this post the Mailbox app only works with gmail accounts. If you have a non-gmail account you can technically set up email forwarding from your non-gmail account to your gmail account, but as you might guess, that can get a little messy.

Why this is important

If you’ve done any sort of research on email hacking, you’d know that the goal here is to get to the promised land known as “Inbox Zero“. Merlin Mann (awesome name right?) the creator of 43folders.com coined the term back in 2007. In a nutshell, it involves taking all incoming emails and immediately doing something with them. That way we don’t have to look at everything when checking email, only the new messages. This significantly lightens the cognitive load on our otherwise overworked and under-appreciated brains. Sorry about that, brain.

Email processing across all my devices

When I check email on my MacBook Pro I use the built-in Mail application (currently running version 5.3). I also take advantage of the “Smart Mailboxes” feature. For those of you who don’t know, these are mailboxes that match any or all of the dynamic criteria which you set. Very similar to iTunes’ “Smart Playlist” feature.

Since there is no swipe functionality on my laptop, I created a few custom keyboard shortcuts to help with email processing. They are not all inclusive, but they do speed things up a bit. Here are a few of my favorites:

  • CMD + SHIFT + U: Mark selected message(s) as read/unread
  • CTRL + CMD + A: Archive selected message(s)
  • SHIFT + CMD + J: Move selected message(s) to junk folder
  • CTRL + CMD + (2-7): Move selected message(s) to Requires Action folder

The range of 2-7 here means that to move to the Requires action folder of my first email account, I use CTRL + CMD + 2, to my 2nd gmail account, I use CTRL + CMD + 3, and so on.

The only reason I have an Unsubscribe folder is because sometimes when I process mail on my device I don’t have time to click on the unsubscribe link in the email (or I’m in the subway and don’t have Internet access). I used to put these in the Requires Action folder, but that didn’t sit well with me. Much like the street food I ate last weekend. Damn you halal cart!

Not to toot my own horn but…

I’ve gotten so good at processing email, that I’m usually done in less than 2 minutes. Mind you, I only get a dozen or 2 new messages every time I check in the morning or evening. By the way, a big part of that is simply unsubscribing to all mailing lists or newsletters that I am no longer interested in (all of them except Ramit Sethi, Ash Ambirge, and a few other lucky ducks).

Then, I spend my time in the morning going through my Requires Action folder. These are the emails that usually require an intelligent and well thought out response. I originally thought I could do these at night, but quickly discovered that’s not such a good idea. Let’s not talk about that….

The verdict

Since my goal here was to spend less time with email, get more done, and at a higher quality, I’d say mission accomplished!

The best part? I sleep like a baby because I don’t have to worry about emails slipping through the cracks or the daunting task of manually organizing them all into folders. More on the results of my sleep hacking challenge in a later post. In the meantime check out Scott Britton’s sleep hacking course on Udemy.

Have some cool email hacks you’d like to share? I think I speak for everyone when I say “please share them in the comments!”

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The Hidden Costs of Email Addiction and How I Finally Kicked the Habit

“Hi my name is Shir, and I’m an email-aholic.”

At least, that’s what I would have said 3 months ago.

Does any of this sound familiar?

  • Just got out of the subway? Let me check my phone.
  • Waiting in line at the grocery store? Maybe I’ve got a new message.
  • Walking down the street in the most exciting city in the world? I thought I felt a vibration, it must be a new email!

Let’s be honest for a moment (after which we can immediately return to our natural state of deception?), 85% of the emails we receive are either unimportant or completely useless.

I’m not even talking about spam. I’m talking about social media alerts, Groupon deals, newsletters we’re no longer interested in, replied-all email threads, and the list goes on. Yet, our default settings on our phone still behave in a “oh oh oh! Pay attention to me!” fashion.

Louis C. K. talked about the downside of smartphones during his appearance on Conan O’brien. Take a few minutes to watch it.

Have we really become so desperate to avoid feeling lonely that we’ll check our phones 100+ times per day?

Speaking from personal experience

I remember how strong the desire to check my phone was. After all, receiving email meant “someone is thinking of me!” right?

It got so bad that I felt like Pavlov’s dog whenever the email alert came in. Whether it was a *bing*, vibration, or email counter increasing in number, I immediately began salivating (metaphorically of course).

It wasn’t until a few months ago that I was talking about it with my friend Georges Janin, and I decided to make a serious change. Part of the impetus for it was the disappointment that came from checking my phone every 5 minutes, only to find that I still had “no new messages.” I felt more and more pathetic each time.

I knew that if I didn’t create some kind of system, my will power would cave in under the weight of temptation. And why waste all that energy anyway?

It was official! No email during the hours of 12 pm and 9 pm

Why 12-9 you ask?

Well, I already know that I’m most productive between the hours of about 12 pm – 2 pm and then again from about 3 pm – 5 pm. So, in order to optimize my day, I needed to make sure those times were off limits. Nighttime on the other hand was perfect because I could still check email even when tired.

Some of the benefits of this arrangement

  • Wake up in the morning to a batch of emails, which serves as a nice way for me to start the day.
  • Eliminates the biggest distraction during my most productive hours during the day.
  • Helps me achieve my Wildly Important Goals (a.k.a. WIGs) faster.
  • After a day of being productive, I get to reward myself at 9 pm with checking email, which have accumulated to a much larger number than they would have otherwise.
  • No more disappointment of checking my inbox to find “no new messages.”

I really look forward to 9 pm because I’ll have more emails accumulated to process at once. It’s a much better use of my time to batch email in this way. There are many people talking about the benefits of batching, but Tim Ferris was the first that really illustrated that point for me.

Here are 2 of his blog posts on the topic:

I know what you might be thinking

“But Shir, that’s crazy, I can’t have a 9 hour email blackout during the day!”

Pull yourself together and stop making excuses! (I yell because I care) You don’t need to do it as long as that. You can find 1 or 2 times during the day that make the most sense for you to check your mail. Right after lunch perhaps?

The exact steps to follow if you have an iPhone (before iOS 7)

  • Turn off sound alerts
    • Settings –> Sounds –> New Mail –> None
  • Turn off vibration alerts
    • Settings –> Sounds –> New Mail –> Vibration –> None
  • Remove counters from the app buttons
    • Settings –> Notifications –> Mail –> [Individual Email Account Name] –> Notification Center = Off, Alert Style = None, Badge App Icon = Off, New Mail Sound = None, Show Preview = Off, View in Lock Screen = Off.

By the way, I recommend going to the Notification center and turning off all Badge App Icons for all your apps.

The Key Takeaway

I always respond to emails that are actually important in less than 24 hours. Nothing truly important slips through the cracks. And in the meantime, I have gained so much freedom. I am no longer a slave to my inbox!

Your Turn

Don’t forget, you could start small with a 2 hour email blackout period. You don’t have to go for 9 hours at a time like I do. The cool thing is you can use it as a reward for yourself once you finish what you need to (For more on how to use rewards, check out my post: Don’t Underestimate the Power of Rewards). Either way, be sure to share your experience in the comments.

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The Single Greatest Technique for Breaking Through Mental Roadblocks

Mindstorming, also called the 20 Idea Method, is a term that Brian Tracy developed to describe a slight variation of brainstorming. Start with a question/topic, and then write down the first 20 ideas that come to mind. No contemplating, no censoring, no pressure. Just write.

Bassam Tarazi calls it the 5 Minute Exercise. For example, instead of trying to force yourself to “clean up your room,” (the very thought of which undoubtedly stirs up countless unpleasant childhood memories) you set an alarm for 5 minutes, and then do as much as you can before it goes off. The beauty of this is that because of the deadline, there is far less pressure to get started. In other words, the barrier to entry is very low.

Ramit Sethi calls it the 5 minute straight jacket technique. As far as I understand it, in involves sitting down for 5 minutes, and forcing yourself to come up with ideas to solve the particular question you are working on.

See how all these techniques are similar by the way? That’s no accident.

But Shir, 20 ideas sounds like a lot!

It did to me too, at first. But then I started doing it and saw that as long as I don’t censor myself, it’s actually very easy to reach 20 or more ideas. Granted, most ideas are unusable. In fact, sometimes it takes 19 bad ideas to get out of your head to make room for that 1 brilliant idea.

The nuts and bolts of Mindstorming

Even though Brian Tracy doesn’t mention using a timer, I have found it to be extraordinarily effective. And since I work well with music, I decided to play songs without lyrics that lasted for 5 minutes. Here are the 2 that I typically use:

  1. “Cancion Triste” by Jesse Cook
  2. “Fable” by Amethystium

Most often I find myself doing this on the subway, with my noise canceling ear plug-like headphones by Shure. More on how I get work done in the subway in a later post.

Naturally I use my favorite app Outliner, with only the date and the topic of the Mindstorm at the top. Then I open the flood gates of my mind and record whatever gushes out.

So what topics are good for Mindstorming?

Personally I have found the following topics to be perfect for Mindstorming:

  • Preparing questions for an interview or business meeting.
  • Coming up with a name/title for a company, product, book, blog post, or anything creative.
  • Identifying different ways to qualify prospects
  • Uncovering potential business or marketing strategies
  • Creating a list of possible blog topics

Here is a sample of an actual Mindstorming session.

  • 8/29/13 – Questions for [Censored Client Name]’s dashboard requirements
    • What metrics are you currently measuring?
    • How are you measuring these metrics?
    • How are you currently reporting these metrics to clients?
    • How often do you update these reports?
    • How long does each update take, on average?
    • Which metrics are you not measuring that you would like to measure?
    • How many people will be using the dashboard? Will they need to use it at the same time?
    • How important is being able to share the dashboard with others online?
    • Which accounts do you have that contains data you’d like to be included in the dashboard (aside from Google Analytics, and Bing in the future)?
    • What other data do you have that you would like to include in these dashboards? Other databases?
    • How often would you like to be able to review the metrics? Weekly? Daily?
    • If you could have an ideal scenario in terms of dashboards, what would it look like? Please describe.
    • What version of Excel are you using? Mac or PC? Note: must be using PC, I recommend 2010 over 2013. Can’t go back to 2007 though
    • What types of charts would you like to see in your dashboard?
    • If you had to limit your metrics to only the most vital ones, what would they be?
    • What are some additional metrics that would be nice to have?

Sure, there are only 16 ideas here, but this was an excellent jumping board to my Dashboard Requirements Questionnaire (DRQ for short), which I will now use with every client I create dashboards for. Not bad for a 5 minute session! In the past I would have slaved over this for over an hour, or worse yet, not done it at all because I didn’t know where to start.

So let me ask you this…

What do you want to achieve in the next 12 months? It could be professional or personal, whichever is more important to you at this point in your life. Write it down in the form of a question. For example:

“How will I start my own business and earn 6 figures in 12 months?”

-Or-

“How will I be in a committed, loving relationship in 12 months?”

Got it? Awesome!

Now set a timer for 5 minutes. Feel free to play a song if it helps you too. Once that timer starts, DO NOT STOP writing until the 5 minutes have elapsed.

Cool?

Ready. Set. Go!