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7 Ways to Work Faster, Through Documentation

7 Ways to Work Faster, Through Documentation

Today’s entrepreneurs have it both better and worse than any generation of their peers has in the past. The sheer volume of technologies and tools at our fingertips is overwhelming to the point of suffocation, but when used properly, those tools can be incredibly powerful.

Every day I am bombarded with ads for new tools, services, and apps that will supposedly make me more efficient and help me get more out of my business, but in truth only 1 in 100 of those things will ever actually help me personally. What does help, I’ve found, is to start documenting what you do and how you do it early and often. To help you do the same for your business, here are seven simple tips for documentation of how your business works, which tools you use, and what you’ve tried (whether successfully or not).

Use Software

Notebooks, sticky notes, and emails are not good tools to keep track of how your business operates. You can certainly spend a boat load of money and buy expensive software like Omnifocus for organizing tasks and to do lists, or you can keep it simple.

For all of my documentation needs, I use Evernote. I’ve broken my business down into five main components—sales, marketing, production, management, and financial—and created separate notebooks in which I keep notes about specific tasks I perform on a daily, weekly or monthly basis. From receipts and tax documents to the emails we send to cold leads, I have everything in about twenty-five carefully organized journals, and it’s all free.

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Go Mobile

Whatever tool you decide to use, make sure it has a mobile component. Evernote fits the bill here, which is one of the reasons I started using it, and another app I like for its mobile integration is Day One, a journaling app. With desktop and iOS mobile editions, Day One is a great way to jot down notes about what I did and any concerns I had on any given day.

Collaborate with Colleagues and Clients

Even if you work 100% on your own, don’t be afraid to ask other people in your industry (or even your clients) what they think about a certain process.

We actively engage our clients and ask what they think about our sales processes, our marketing techniques, and the service they received. What good would it do to document a complex process if you find out two years later that your clients hate it?

Use GTD to Prioritize

David Allen’s Getting Things Done is one of the most important books ever written about productivity, and there is an entire category of software built around the concepts in that book.

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The basic idea is fairly simple: when a task comes in, you act on it immediately. The task either goes on your to-do list with a date and time for completion, into a bin for later consideration, or to a staff member or contractor who can handle it for you. All tasks must be actionable. The last thing you want to see in three weeks is a task on your list that says “get new clients”. Thank you self, that’s very specific.

The GTD method of task management helps in documentation because it forces you to think in terms of priority and actionable tasks. When you do that, it’s a lot easier to create a list of what tasks were involved.

Review Notes Once a Month

When you’re taking so many notes, it’s easy to sit down daily and read through them and try to create a pattern, but to maximize the return on your time investment, it’s important that you only review your notes once a month.

When you do, three things happen:

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  1. You start to see clear patterns
  2. You can organize those patterns into processes
  3. You can make plans based on your processes for the next month

Better yet, you’re not distracted daily by the urge to compulsively reorganize your schedule. It’s only done once a month.

Share Notes with Customers

Don’t just ask clients and customers for feedback; show them exactly what you record. We use internal notes as marketing materials, actually sending prospective clients a full outline of what we do and how we do it so they can see who they are hiring.

Not only does it create trust because of the transparency; it allows us to clear up any issues before a project starts that would otherwise create problems.

Hold Nothing Sacred

Your business is special to you, and there are certain things you’ve been doing for years that work well, but things change. Whether you are growing rapidly, or being forced to make key changes with advances in technology, you need to be ready and willing to revise old processes when they don’t work as well anymore. When you’re constantly taking note of what you do and how you do it, you’ll see these patterns more quickly and be able to adjust to them in real time, not weeks or months down the road. That kind of agility is extremely important when trying to stay ahead of the ever evolving curve of online business.

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One of the most valuable assets your business has is in your head; it’s the steps you take every day to get things done. When you write these down, you make it possible to automate, outsource, and streamline just about every aspect of what you do. That doesn’t mean you have to hire someone to replace you, but you’ll be that much closer to the point at which you could.

Full documentation takes time, but if you start now you will begin to see positive results almost immediately, and with time you will hopefully create a habit that makes it possible to blaze through just about every task on your to-do list.

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Last Updated on March 21, 2019

11 Important Things to Remember When Changing Habits

11 Important Things to Remember When Changing Habits

Most gurus talk about habits in a way that doesn’t help you:

You need to push yourself more. You can’t be lazy. You need to wake up at 5 am. You need more motivation. You can never fail…blah blah “insert more gibberish here.”

But let me share with you the unconventional truths I found out:

To build and change habits, you don’t need motivation or wake up at 5 am. Heck, you can fail multiple times, be lazy, have no motivation and still pull it off with ease.

It’s quite simple and easy to do, especially with the following list I’m going to show to you. But remember, Jim Rohn used to say,

“What is simple and easy to do is also simple and easy not to do.”

The important things to remember when changing your habits are both simple and easy, just don’t think that they don’t make any difference because they do.

In fact, they are the only things that make a difference.

Let’s see what those small things are, shall we?

1. Start Small

The biggest mistake I see people doing with habits is by going big. You don’t go big…ever. You start small with your habits.

Want to grow a book reading habit? Don’t start reading a book a day. Start with 10 pages a day.

Want to become a writer? Don’t start writing 10,000 words a day. Start with 300 words.

Want to lose weight? Don’t stop eating ice cream. Eat one less ball of it.

Whatever it is, you need to start small. Starting big always leads to failure. It has to, because it’s not sustainable.

Start small. How small? The amount needs to be in your comfort zone. So if you think that reading 20 pages of a book is a bit too much, start with 10 or 5.

It needs to appear easy and be easy to do.

Do less today to do more in a year.

2. Stay Small

There is a notion of Kaizen which means continuous improvement. They use this notion in habits where they tell you to start with reading 1 page of a book a day and then gradually increase the amount you do over time.

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But the problem with this approach is the end line — where the “improvement” stops.

If I go from reading 1 page of a book a day and gradually reach 75 and 100, when do I stop? When I reach 1 book a day? That is just absurd.

When you start a habit, stay at it in the intensity you have decided. Don’t push yourself for more.

I started reading 20 pages of a book a day. It’s been more than 2 years now and I’ve read 101 books in that period. There is no way I will increase the number in the future.

Why?

Because reading 40 to 50 books a year is enough.

The same thing applies to every other habit out there.

Pick a (small) number and stay at it.

3. Bad Days Are 100 Percent Occurrence

No matter how great you are, you will have bad days where you won’t do your habit. Period.

There is no way of going around this. So it’s better to prepare yourself for when that happens instead of thinking that it won’t ever happen.

What I do when I miss a day of my habit(s) is that I try to bounce back the next day while trying to do habits for both of those days.

Example for that is if I read 20 pages of a book a day and I miss a day, the next day I will have to read 40 pages of a book. If I miss writing 500 words, the next day I need to write 1000.

This is a really important point we will discuss later on rewards and punishments.

This is how I prepare for the bad days when I skip my habit(s) and it’s a model you should take as well.

4. Those Who Track It, Hack It

When you track an activity, you can objectively tell what you did in the past days, weeks, months, and years. If you don’t track, you will for sure forget everything you did.

There are many different ways you can track your activities today, from Habitica to a simple Excel sheet that I use, to even a Whatsapp Tracker.

Peter Drucker said,

“What you track is what you do.”

So track it to do it — it really helps.

But tracking is accompanied by one more easy activity — measuring.

5. Measure Once, Do Twice

Peter Drucker also said,

“What you measure is what you improve.”

So alongside my tracker, I have numbers with which I measure doses of daily activities:

For reading, it’s 20 pages.
For writing, it’s 500 words.
For the gym, it’s 1 (I went) or 0 (didn’t go).
For budgeting, it’s writing down the incomes and expenses.

Tracking and measuring go hand in hand, they take less than 20 seconds a day but they create so much momentum that it’s unbelievable.

6. All Days Make a Difference

Will one day in the gym make you fit? It won’t.

Will two? They won’t.

Will three? They won’t.

Which means that a single gym session won’t make you fit. But after 100 gym sessions, you will look and feel fit.

What happened? Which one made you fit?

The answer to this (Sorites paradox)[1] is that no single gym session made you fit, they all did.

No single day makes a difference, but when combined, they all do. So trust the process and keep on going (small).

7. They Are Never Fully Automated

Gurus tell you that habits become automatic. And yes, some of them do, like showering a certain way of brushing your teeth.

But some habits don’t become automatic, they become a lifestyle.

What I mean by that is that you won’t automatically “wake up” in the gym and wonder how you got there.

It will just become a part of your lifestyle.

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The difference is that you do the first one automatically, without conscious thought, while the other is a part of how you live your life.

It’s not automatic, but it’s a decision you don’t ponder on or think about — you simply do it.

It will become easy at a certain point, but they will never become fully automated.

8. What Got You Here Won’t Get You There

Marshall Goldsmith has a great book with the same title to it. The phrase means that sometimes, you will need to ditch certain habits to make room for other ones which will bring you to the next step.

Don’t be afraid to evolve your habits when you sense that they don’t bring you where you want to go.

When I started reading, it was about reading business and tactic books. But two years into it, I switched to philosophy books which don’t teach me anything “applicable,” but instead teach me how to think.

The most important ability of the 21st century is the ability to learn, unlearn, and relearn. The strongest tree is the willow tree – not because it has the strongest root or biggest trunk, but because it is flexible enough to endure and sustain anything.

Be like a willow, adapting to the new ways of doing things.

9. Set a Goal and Then Forget It

The most successful of us know what they want to achieve, but they don’t focus on it.

Sounds paradoxical? You’re right, it does. But here is the logic behind it.

You need to have a goal of doing something – “I want to become a healthy individual” – and then, you need to reverse engineer how to get there with your habits- “I will go to the gym four times a week.”

But once you have your goal, you need to “forget” about it and only focus on the process. Because you are working on the process of becoming healthy and it’s always in the making. You will only be as healthy as you take care of your body.

So you have a goal which isn’t static but keeps on moving.

If you went to the gym 150 times year and you hit your goal, what would you do then? You would stop going to the gym.

This is why goal-oriented people experience yo-yo effect[2] and why process-oriented people don’t.

The difference between process-oriented and goal-oriented people is that the first focus on daily actions while others only focus on the reward at the finish line.

Set a goal but then forget about it and reap massive awards.

10. Punish Yourself

Last two sections are pure Pavlovian – you need to punish bad behavior and reward good behavior. You are the only person who decides what is good and what is bad for you, but when you do, you need to rigorously follow that.

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I’ve told you in point #3 about bad days and how after one occurs, I do double the work on the next day. That is one of my forms of punishments.

It’s the need to tell your brain that certain behaviors are unacceptable and that they lead to bad outcomes. That’s what punishments are for.

You want to tell your brain that there are real consequences to missing your daily habits.[3]

No favorite food to eat or favorite show to watch or going to the cinema for a new Marvel movie- none, zero, zilch.

The brain will remember these bad feelings and will try to avoid the behaviors that led to them as much as possible.

But don’t forget the other side of the same coin.

11. Reward Yourself

When you follow and execute on your plan, reward yourself. It’s how the brain knows that you did something good.

Whenever I finish one of my habits for the day, I open my tracker (who am I kidding, I always keep it open on my desktop) and fill it with a number. As soon as I finish reading 20 pages of a book a day (or a bit more), I open the tracker and write the number down.

The cell becomes green and gives me an instant boost of endorphin – a great success for the day. Then, it becomes all about not breaking the chain and having as many green fields as possible.

After 100 days, I crunch some numbers and see how I did.

If I have less than 10 cheat days, I reward myself with a great meal in a restaurant. You can create your own rewards and they can be daily, weekly, monthly or any arbitrary time table that you create.

Primoz Bozic, a productivity coach, has gold, silver, and bronze medals as his reward system.[4]

If you’re having problems creating a system which works for you, contact me via email and we can discuss specifics.

In the End, It Matters

What you do matters not only to you but to the people around you.

When you increase the quality of your life, you indirectly increase the quality of life of people around you. And sometimes, that is all the “motivation” we need to start.

And that’s the best quote for the end of this article:

“Motivation gets you started, but habits keep you going.”

Keep going.

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More Resources to Help You Build Habits

Featured photo credit: Anete Lūsiņa via unsplash.com

Reference

[1] Stanford Encyclopedia of Philosophy: Sorites paradox
[2] Muscle Zone: What causes yo-yo effect and how to avoid it?
[3] Growth Habits: 5 Missteps That Cause You To Quit Building A Habit
[4] Primoz Bozic: The Lean Review: How to Plan Your 2019 in 20 Minutes

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