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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 May 16, 2019

The Daily Rituals of 7 Successful CEOs

The Daily Rituals of 7 Successful CEOs

One of my favorite success quotes ever comes from one of the original and most successful ‘CEOs’ of his era: Aristotle. Here’s what he said:

“We are what we repeatedly do. Excellence, then, is not an act, but a habit.”

This advice is just as sound today as it was when Aristotle first expressed it, way back when. I’m reminded of this at least once a week, when I interview an inspiring author, leader, or successful CEO on my show. I ask my guests a series of questions about what has contributed to their success and their ability to build something meaningful.

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You want to know what nearly all of them say? Almost every time, they respond by telling me that their success is the result of simple habits  enacted day after day.

These quotes from seven successful CEOs demonstrate the daily rituals that have contributed to their success:

1. Promote what you love.

“It’s so much better to promote what you love than to bash what you hate.” – Jessica Alba, CEO of The Honest Company

2. Develop a feedback loop.

“I think it’s very important to have a feedback loop, where you’re constantly thinking about what you’ve done and how you could be doing it better. I think that’s the single best piece of advice: constantly think about how you could be doing things better and questioning yourself.” – Elon Musk, CEO of TESLA Motors

3. Create things that are better, not just “different.”

“Our task today is to find singular ways to create the new things that will make the future not just different, but better—to go from 0 to 1. The essential first step is to think for yourself. Only by seeing our world anew, as fresh and strange as it was to the ancients who saw it first, can we both re-create it and preserve it for the future.” – Peter Thiel, CEO of Palantir and best-selling author of Zero To One.

4. Meditate.

“Meditate. Breathe consciously. Listen. Pay attention. Treasure every moment. Make the connection.” – Oprah Winfrey, CEO of OWN Network

5. Read every day.

“Read 500 pages every day. That’s how knowledge works. It builds up like compound interest.”-Warren Buffet, CEO of investment firm Berkshire-Hathaway

6. Block time for email.

“Set aside a 20- to 30-minute chunk of time two or three times a day for email. Do not check continually through the day.” – Doug Camplejohn, CEO of predictive lead marketing company FlipTop.

7. Make your customers happy.

“We see our customers as invited guests to a party, and we are the hosts. It’s our job every day to make every important aspect of the customer experience a little bit better.” – Jeff Bezos, CEO of Amazon.com

Develop the right rituals. Become a successful CEO.

If the majority of these daily habits are new to you, avoid making the crucial mistake of adopting all of these habits at once. Research on habit-formation indicates that lasting habits are formed one at a time.

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For example, let’s say you’re excited about developing the following daily habits:

  • daily reading,
  • daily meditation, and
  • updating your to-do list every night

Let’s say that daily reading is the one that excites you the most out of the three habits noted above. It would be wise of you to begin by choosing and scheduling time to read every day, and then sticking to that time until it becomes a habit. Once it feels effortless and automatic, you’ll know that you’ve turned it into a daily habit. Now you’re ready to install the next habit… and the next… Until before you know it, you’ll start looking in the mirror and seeing the reflection of a successful CEO.

Featured photo credit: Amy Hirschi via unsplash.com

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