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7 Ways to Work Faster, Through Documentation

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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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Published on September 21, 2021

How Remote Work Affects Your Productivity And Wellbeing (Backed By Data)

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How Remote Work Affects Your Productivity And Wellbeing (Backed By Data)

The internet is flooded with articles about remote work and its benefits or drawbacks. But in reality, the remote work experience is so subjective that it’s impossible to draw general conclusions and issue one-size-fits-all advice about it. However, one thing that’s universal and rock-solid is data. Data-backed findings and research about remote work productivity give us a clear picture of how our workdays have changed and how work from home affects us—because data doesn’t lie.

In this article, we’ll look at three decisive findings from a recent data study and two survey reports concerning remote work productivity and worker well-being.

1. We Take Less Frequent Breaks

Your home can be a peaceful or a distracting place depending on your living and family conditions. While some of us might find it hard to focus amidst the sounds of our everyday life, other people will tell you that the peace and quiet while working from home (WFH) is a major productivity booster. Then there are those who find it hard to take proper breaks at home and switch off at the end of the workday.

But what does data say about remote work productivity? Do we work more or less in a remote setting?

Let’s take a step back to pre-pandemic times (2014, to be exact) when a time tracking application called DeskTime discovered that 10% of most productive people work for 52 minutes and then take a break for 17 minutes.

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Recently, the same time tracking app repeated that study to reveal working and breaking patterns during the pandemic. They found that remote work has caused an increase in time worked, with the most productive people now working for 112 minutes and breaking for 26 minutes.[1]

Now, this may seem rather innocent at first—so what if we work for extended periods of time as long as we also take longer breaks? But let’s take a closer look at this proportion.

While breaks have become only nine minutes longer, work sprints have more than doubled. That’s nearly two hours of work, meaning that the most hard-working people only take three to four breaks per 8-hour workday. This discovery makes us question if working from home (WFH) really is as good a thing for our well-being as we thought it was. In addition, in the WFH format, breaks are no longer a treat but rather a time to squeeze in a chore or help children with schoolwork.

Online meetings are among the main reasons for less frequent breaks. Pre-pandemic meetings meant going to another room, stretching your legs, and giving your eyes a rest from the computer. In a remote setting, all meetings happen on screen, sometimes back-to-back, which could be one of the main factors explaining the longer work hours recorded.

2. We Face a Higher Risk of Burnout

At first, many were optimistic about remote work’s benefits in terms of work-life balance as we save time on commuting and have more time to spend with family—at least in theory. But for many people, this was quickly counterbalanced by a struggle to separate their work and personal lives. Buffer’s 2021 survey for the State of Remote Work report found that the biggest struggle of remote workers is not being able to unplug, with collaboration difficulties and loneliness sharing second place.[2]

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Buffer’s respondents were also asked if they are working more or less since their shift to remote work, and 45 percent admitted to working more. Forty-two percent said they are working the same amount, while 13 percent responded that they are working less.

Longer work hours and fewer quality breaks can dramatically affect our health, as long-term sitting and computer use can cause eye strain, mental fatigue, and other issues. These, in turn, can lead to more severe consequences, such as burnout and heart disease.

Let’s have a closer look at the connection between burnout and remote work.

McKinsey’s report about the Future of work states that 49% of people say they’re feeling some symptoms of burnout.[3] And that may be an understatement since employees experiencing burnout are less likely to respond to survey requests and may have even left the workforce.

From the viewpoint of the employer, remote workers may seem like they are more productive and working longer hours. However, managers must be aware of the risks associated with increased employee anxiety. Otherwise, the productivity gains won’t be long-lasting. It’s no secret that prolonged anxiety can reduce job satisfaction, decrease work performance, and negatively affect interpersonal relationships with colleagues.[4]

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3. Despite everything, We Love Remote Work

An overwhelming majority—97 percent—of Buffer report’s survey respondents say they would like to continue working remotely to some extent. The two main benefits mentioned by the respondents are the ability to have a flexible schedule and the flexibility to work from anywhere.

McKinsey’s report found that more than half of employees would like their workplace to adopt a more flexible hybrid virtual-working model, with some days of work on-premises and some days working remotely. To be more exact, more than half of employees report that they would like at least three work-from-home days a week once the pandemic is over.

Companies will increasingly be forced to find ways to satisfy these workforce demands while implementing policies to minimize the risks associated with overworking and burnout. Smart companies will embrace this new trend and realize that adopting hybrid models can also be a win for them—for example, for accessing talent in different locations and at a lower cost.

Remote Work: Blessing or Plight?

Understandably, workers worldwide are tempted to keep the good work-life aspects that have come out of the pandemic—professional flexibility, fewer commutes, and extra time with family. But with the once strict boundaries between work and life fading, we must remain cautious. We try to squeeze in house chores during breaks. We do online meetings from the kitchen or the same couch we watch TV shows from, and many of us report difficulties switching off after work.

So, how do we keep our private and professional lives from hopelessly blending together?

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The answer is that we try to replicate the physical and virtual boundaries that come naturally in an office setting. This doesn’t only mean having a dedicated workspace but also tracking your work time and stopping when your working hours are finished. In addition, it means working breaks into your schedule because watercooler chats don’t just naturally happen at home.

If necessary, we need to introduce new rituals that resemble a normal office day—for example, going for a walk around the block in the morning to simulate “arriving at work.” Remote work is here to stay. If we want to enjoy the advantages it offers, then we need to learn how to cope with the personal challenges that come with it.

Learn how to stay productive while working remotely with these tips: How to Work From Home: 10 Tips to Stay Productive

Featured photo credit: Jenny Ueberberg via unsplash.com

Reference

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