Category Archives: Business stuff

Accomplishing bigger outcomes requires the completion of small tasks. When you “Schedule Everything” and “Make Time,” you can complete at least one 30-60 minute “sprint” every day or week without interruption on whatever outcome you want to achieve.

”Sprinting” is an idea taken from a style of work productivity called Scrum – popular in the software world – in which a team decides on the set of outcomes for a given work period, usually 2-4 weeks. Within each work period, individuals and smaller teams set aside “sprints” that break down these outcomes into smaller tasks.

Say you want to do your first 50-mile ultra marathon this year… A good “sprint” would be spending an hour researching race calendars or training programs.

Say you want to start blogging… Spend a “sprint” setting up an account on GoDaddy or BlueHost to buy a URL and set up WordPress.

Say you want to write a book… Block off an hour a day to write every day, even if it’s garbage that you throw away. I’ve been doing these most recent posts during my morning “writing sprints.”  A “sprint” is just a block of time that is dedicated to focused work and completing a task, or a series of related tasks. The key here to be focused and dedicated. No distractions.

Here are three examples of how I apply “sprinting” – to writing, to work and to workouts…

Writing Sprints

My most recent “writing sprints” started after I cracked open the initial draft of a book manuscript over Thanksgiving weekend. I’d been sitting on the draft from the publisher for a couple of months, and with Uberman and other work projects, it just sat and sat and sat. Most of all, the delays were impacting my 2017 sales and marketing plans centered around the book launch. During my Uberman training and for the month after, I let myself sleep later in the morning to recoup from training and to just let myself be a little lazy. I finally decided that I had no more excuses and set aside about an hour of morning time after Morning Pages and meditating, and before my son wakes up.

Looking back on my revision back-ups, I had 23 days of writing on the manuscript (I backed up the file each day, multiple times in each writing session). Over the five weeks between Thanksgiving and New Year’s, I added 20,000 words to manuscript and sent back to the publisher on December 30th for their next editing phase. This happened because of my daily “writing sprints” I set up for myself each morning. This works in tandem with “Make Time.” Because I’m an early riser, I made the time each morning to work on the manuscript.

The process took me about two-and-a-half days per chapter to review, edit and add new material. Through these daily morning “writing sprints,” I was able to knock out the revisions – about 1000 words a day – and return the draft to my publisher by the end of the year. 23 writing days, 11 chapters and 20,000 words added, not to mention revisions, deletions and replacement content. Pretty solid work for 23 days of “writing sprints.”

Now… there were definitely days when I’d just be settling in with Spotify cranked up and a fresh cup of coffee, typing my first sentences, only to hear “DAAAAAA-DEEEEE” – my son waking up earlier than expected and blowing up my “writing sprint” that day. On these days, I’d take him to school and hunker down out at my favorite coffee shop (Cloud Forest Cafe) and knock out 30-90 minutes of writing for whatever chapter needed to be started or finished. “Schedule Everything” is handy here because I block out my mornings for creative work and project work, giving me the time to knock out my writing sprint. In fact, I’m finishing up this post right now from the cafe in the time between dropping off Benjamin at school and a weekly coaching call at 9:30am…

Even then, it’s not perfect. On some mornings I have set obligations – weekly coaching calls on Tuesday and Friday mornings, and occasional morning calls with teams in Europe because it’s afternoon there. Having the time blocked out for the writing sprints enables me to withstand the pressure of a daily fluctuation when the morning doesn’t go according to plan.

Daily Work Sprints

At work, I use a Scrum Board to track tasks in four categories: Backlog, Planned, Doing & Done. (More about Scrum here.) This is a methodology that I’m rolling out to my clients this year via our semi-monthly “Boardroom” meetings, applying Scrum to client their sales projects. Starting this month, we’re running a Monthly Planning Video Conference to plan “work sprints,” and a Monthly Project Update Call mid-month to identify obstacles and celebrate progress.

Yesterday, I ran through four “sprint sessions” myself, ranging from 25-50 minutes each. This is what I got done in those four sprint sessions:

• Sprint #1 (50 mins): Planned out the content, agenda and announcement details for our first “Boardroom” meeting on January 16th, and sent out the meeting invite to clients around our 2017 kickoff on January 16th.
• Sprint #2: (25 mins): Website work, including adding a “Search Box” to my website. During the 25 minutes, I spoke with the product manager at Algolia (Thank you Jasmine!) and emailed with my web team in Australia (Automation Agency) that’s doing the implementation.
• Sprint #3: (25 mins): Typed out my hand-scribbled notes from Sprint #1 into Evernote so that I have the content digitally available to repurpose for building a presentation next week for the January 16th Boardroom Kick-Off video conference. (Building the PowerPoint slides will be a “daily sprint session” next week.)
• Sprint #4 (25 minutes): Held a “sprint planning” meeting with myself by rewriting project tasks and organizing my Scrum board so I know where I am and what’s ahead over the next week.

The SalesQualia Scrum Board

Working in sprints helps my focus too. If I’m in the middle of sprint and I receive an call, email or text, because I’m in a “sprint,” I give myself permission to wait to respond. In fact, I require myself to wait. I think of it this way – if it was the other way around and I was on a call with a client, I wouldn’t stop the call just to begin working on a project. I never stop a workout to start working on something else. “Sprint sessions” must be dedicated, focused time.

After each “sprint,” I took a 5-20 minute break – lunch, walks around the block, a walk to Whole Food to buy bananas because we were out of them at home. I eat two bananas every morning with my coffee and I did not want to be without. (See: “Find Your Routine.”) ????

Even if you’re a one-person team, you can use Scrum and “work sprints” to make huge progress on your self-directed projects.

The work product of Sprint #1 described above

Workouts as Sprints

“Sprints” work really well for workouts too. Yesterday, I wrote about how to “Make Time,” with a couple of examples of when I slotted in short workouts with the time that I had. These are basically “workout sprints.” If I know I have a workout that I want or need to do -– say I need to do a strength and conditioning workout – then working with whatever time I have, even if that’s 30 minutes, can lead to huge gains.

When I was commuting to San Francisco three times a week, I would take the early train and arrive to the office around 7am. I was always the first one there and if I was feeling particularly anxious because I didn’t sleep enough or hadn’t worked out in a couple of days because of my schedule, I’d go downstairs to the basement and do a 15 or 30-minute workout with only body weight exercises – something like four rounds of 25 pushups, 25 sit-ups, 25 lunges and 25 air squats. It definitely got my body and mind settled, and got me the workout I needed for whatever training I was doing. I didn’t always have workout clothes, so there were times that I would strip down and do the workout in my boxers. Fortunately we had a shower at work with a few towels laying around so I could rinse off after… ProTip: Keep a bag of baby wipes in your office for when you’re in a pinch…

Between the commute and travel, I managed to knock out the Donner Half-iron triathlon in July 2015 and my first ultra-marathon at the North Face Endurance Challenge in December 2015 (sadly, my race report for the one is still in my drafts…).

I apply the same idea of “Make Time” and “Sprints” applied to evening runs. When I’m short on workouts or miles, or just need to get some exercise, I’ll do a three-mile run around my neighborhood – two laps at a slow to moderate pace. It’s not the best workout, but the three mile jog you take is better than the 10-miler that doesn’t happen…. My wife is particularly adept at this too. I don’t know how she does it. It’ll be 9pm and we’ve just gotten Benjamin to bed. I’m ready to hit the sack and she’s changing into her workout clothes to head to the garage to do a workout. I think of these emergent workouts as “sprints” – completing a task necessary in the timebox available.

Now what?

1. Figure out what big outcome or project your want to knock out this month.
2. Identify the key tasks to be done for that project.
3. Set aside “sprints” in your calendar. Think “Schedule Everything” and “Make Time.”

You’ve got to make time for what you want to do. Then schedule it. (See yesterday’s post – “Go Farther Strategy #1: Schedule Everything.”) Being “deliberately emergent” helps with this.

As part of my morning routine, I wake up early – usually somewhere between 4am and 5am, intentionally… ???? This morning I felt angsty while writing Morning Pages. Yesterday was a day off to go skiing, and even though we spent five hours in the car getting up to Tahoe and back, we never got on the slopes (too much snow!). The kids got to play a bit and it was a heck of an adventure, but I was fairly edgy hanging out near Donner Summit, nervous about getting stuck overnight should Caltrans decide to close I-80 (which they did…). Plus Tuesday was an easy run day and Monday was a rest day. All of this left me with pent up energy this morning.

Instead of diving into my daily writing practice after Morning Pages and meditation, I headed out for a morning run. It was dark and cold and crisp. The overnight rain disappeared. Stars dotted the sky between the lingering clouds and I watched my white frozen breath reflect the light from my headlamp. I love that feeling of cold air. I love seeing my breath. I love being outside and alive before the rest of the world wakes up around me. As I reached Putah Creek, I stopped to look at the false dawn rising over the Sierras. Yellow and orange splotches emerged over the horizon, mixing with the gray clouds sitting overhead. It was like a paint spill on an artist’s throw tarp left without care on her studio floor.

Glorious. And possible because I chose to Make Time by waking up early every morning, gifting myself 2-3 hours before the rest of the house and the world wakes up. Making time gives me the freedom to choose to do write or run (or neither…)

Make time…

When’s the last time anyone asked you –  “So… are you getting enough time to do all the things you enjoy – reading, writing, training for endurance races, spending time with your family? Have you skied lately? When’s the last time you went on a 10-mile trail run?”

A few other examples of how I’ve chosen to “Make Time” for myself this week:

#1: Fitting in a planned workout. On Friday, I was at the park with my son and friends. Around 4pm, we all decided to wrap up and meet around 5:15pm at the local pizza place. I worked in the morning and had been with Benjamin all afternoon, leaving myself without the chance to do the workout I planned for myself.

So… Benjamin and I scooted home, and in the time between getting home and going out for pizza, I fit in a workout in my garage – lifting, followed by a 10-minute CrossFit workout, then a 1.5 mile fast run around the neighborhood. We were about 15 minutes late for dinner, but I got in my workout. Instead of resigning that I “didn’t have time,” I made time to do what I needed.

#2: Adding in an unplanned workout. Two days later on New Year’s Day, we were scheduled to fly to the coast. The morning weather was rainy and we decided at 8:30am to make a call at 9:30am as to whether or not to go. I had planned to take a rest day, but my body was twitchy after too much yummy cheese and charcuterie on New Year’s Eve (and a bit of wine…) I needed to work out the jitters, so I headed to the garage for a quick workout in the time that I had – shoulder presses, burpee box jumps and kettle bell swings. Short and painful and done in the time that I had.

#3: Yesterday’s ski day. Many schools are closed here in California this first week January. Talking with my friend Tim before Christmas, he was trying to figure out what to do with his kids during this extra week, so we booked yesterday as a ski day and I blocked it my calendar.

This decision was not without some effects and planning. I stayed up late on Tuesday night to clear out client questions so that I could take the day without any pending obligations, and I needed to push out a few last minute tasks in the morning before we left. I work with a team of virtual assistants that are now trained to run more than 25 business operations for me – everything from sending out emails to setting up new clients to posting announcements to setting up appointments. Creating this team around me gives me more flexibility to make time, because I know they can handle most daily tasks.

In the end, it would have been easy to treat Wednesday, January 4th as just another workday (besides it being my mom’s birthday – Happy Birthday, Mom!), and instead I made time for the trip because if I didn’t, I had a feeling it could be weeks before we were able to try again.

#4: Lunchtime Runs. When I look at my output throughout a workday, I know I have a limited daily capacity – there’s just only so much I can do. And because I wake up early, I’m often pretty fried by 11:30am. Making time to do a lunchtime run allows me to knock out the training I want to do plus gives me a mental and physical refresh for my afternoon work.

Being at work doesn’t mean you’re working. Too many times we let precious minutes and hour escape our day that could otherwise be used for activities – whether that’s running, writing, reading, painting or anything else that brings us joy. Instead of getting home at 6pm wishing I had time to go for a run, or worse, taking away family time.

David Hatch trained for an Ironman aboard the USS Hatch as a US Navy commander in the Arabian Gulf. JK Rowling wrote Harry Potter from cafes as a single mother. These are extreme cases with extreme outcomes.

I followed this daytime training program for Uberman and for my most recent Ironman in 2013. I kept my road bike at the office to get in an extra ride or two every week along the American River Trail.

#5: Going to bed early. As soon as my son hits the pillow, I’m headed to my own bed. The sooner I get to bed, the sooner I can wake up and start the day. A long time ago, a former self joked that “nothing good happens after 2am.” Now my mentality is “Nothing productive happens after 9pm.” Sometimes this means hopping in the shower before we do bath time or even occasionally going to bed before my son gets down for the night. (Thanks, Lena!).

I have a hunch that if you look at your days, you can make time to do at least one or two activities you really, really want to do. Do it, because no one is going to do it for you.

Now what?

1. Head over to Upwork.com and post a job for a virtual assistant to complete a low-risk task for you.
2. Schedule your alarm for 20 minutes earlier than user, and have a plan on how to use those 20 minutes. It can be anything you want – just use the time for you.
3. Go to bed 30 minutes sooner.

In yesterday’s post – “10 Strategies To Do More, Be Happy & Surprise Yourself” – I wrote:

If you don’t plan your day, the world will do it for you. You can’t always be in control, so the more you own your day when you can be in control, the happier you’ll be.

I swear by this. I have one calendar for my life, and for convenience, it’s housed in my work calendar because that’s simply where I have the most number of obligations each week with calls, meetings and work with clients. I’m looking at that calendar several times daily, so it makes sense to make this the hub of my activity coordination.

This means that I add EVERYTHING in my life to one calendar, including “meeting invites” to Lena for personal things to make sure we’ve communicated about what’s ahead that affects us both.

Here are a few examples of what I schedule in my calendar, outside of daily meetings with clients and partners:

“B breakfast/to school” & “pick up B” – I block out from 7:00-9:20am in the mornings to have breakfast and take my son to school, and I block out 5:00-6:30pm on days that I’m picking him up from school. This assures that I don’t schedule an early or late call on these days.

“hold for prep” and “hold for long” – These are times I block before and after key meetings. Every week for example, I have three coaching standing calls with for clients to help them with their sales work. I have a placeholder both before and after these calls – “hold for prep” and “hold for long” – so that I have time to prepare and so if we need to run long, I don’t have another obligation booked right at the end of the hour.

“Work sprint” – Each week, I establish time for focused work on key projects. These work sprints are usually 50 minutes, with a 10 minute break at the end to recharge before the next sprint or the next upcoming obligation (calls, meetings, etc.). Blocking this time assures me proactive time to work on key projects so that my days aren’t spent buried in email or reacting to situations.

(More on “work sprints” in a future post…)

“Scott in SF” / “Scott in LA” – For the occasional day trips to San Francisco or overnight work travel for workshops, I book these well ahead and block out those days so other people (clients, my team) nor I will schedule obligations on those days. I add Lena to these calendar invites so that I know that she knows what’s ahead.

While she and I often talk about schedules and what’s coming, it’s really easy for one of us to forget because these conversations might be in the morning as we’re coaxing our son to school or while we’re making dinner. (Read: Scott forgets to tell Lena or forgets that Lena told him about a day trip she has…)

Booking the event in the calendar assures that we know of each other’s schedule. Sometimes I’ll even send a reminder email from my calendar a few days ahead – “Just a reminder about James’s party on Sunday afternoon…”

“Blocked” – This is designed for long blocks of time where no one can schedule time to talk or meet with me, nor do I allow myself to schedule time with others during this time. For example, Mondays are typically one of my “Blocked” days – days where I am 100% focused on building content and developing ideas for myself and my clients. Often times, I’ll add “Blocked” in 2-3 hour time blocks before noon because that’s when I am mentally the sharpest and most creative. I leave the afternoons for calls with clients and project work sprints.

ProTip: I use Calendly as the way for others to schedule time with me. It syncs with your Google calendar and you can set times when other people can schedule a call or meeting with you. Whenever I receive a request for a call or meeting, I just send my Calendly link to the person with a note – “Here’s my calendar. Just snag a time that works for you…” In that calendar, I’ve blocked out the morning hours so that no one can schedule a call with me before noon.

“lunch” – I need to eat, and I either walk to Whole Foods for a fresh salad and to buy fruit and snacks for the afternoon, or I’ve packed a lunch that I’ll eat outside of my office in either the common area or outside on a park bench. If I don’t book time to eat, I’ll end up eating while I’m working which isn’t productive work time and it robs me of the opportunity to enjoy the wonderful flavor of beets with bleu cheese or a crunchy, sweet apple.

“Workout” – Another must-do for me.I am unapologetic about this to myself and to clients. Yesterday, I went for a run with a friend (thanks Doug!) at 8:30am, so I blocked out from 8:30am-11am to give myself time for the run, time to eat and time to change back to work mode.

My schedule becomes very full if I let it. I maintain the Calendly calendar that anyone can use to book time with me, so I need to schedule my workouts or they don’t get done.

“Lena [insert event]” – These are work obligations or important events that Lena has – whether that means travel for her research or flying airplanes. I put these in my calendar so that I know why certain days are those days I’m required to drop off or pick up my son at school.

I’m now in the habit that whenever Lena tells me about an event she has – work trip, Angel flight, flying lesson – I will stop and immediately add it to my calendar. This also is a double-check for us that we’re covering important daily activities like taking Benjamin to school. For example, on days that I head to San Francisco, I usually take the 4:45am Amtrak, which means Lena would need to take Benjamin to school. If she has a flying lesson at 8:00am that day, we know there’s a conflict so either she will change her lesson or I’ll look at taking a later train and moving morning appointments to the afternoon.

“Hiking days” – Last year, Lena and I decided that we wanted to do at least one nature activity each weekend, whether that’s taking a long hike or just walking along Putah Creek together. We don’t always do this, but receiving a reminder a few days ahead is a good way to think ahead to the weekend and what we might do together.

“[INSERT] Party” – When you have a four-year-old, you receive an endless number of invitations – to birthday parties, Halloween parties, holiday parties and more. To make sure we don’t forget one, I book these in my calendar with reminders. From there, Lena and I can decide if we’re both going, or if one will take party duty while the other works, works out or simply takes some personal time to recharge.

The byproduct of “Schedule Everything?” Once you schedule EVERYTHING, you see how little time is left to get done what you want outside of your required obligations. This forces you to prioritize where you focus and what you do.

Now what?

1. Go through your week right now and add a few of these suggested time blocks like “hold for prep” and “hold for long,” and “Work Sprints.” Layer in personal plans – workouts, date night, family plans.
2. Add important events you know are upcoming for your spouse or partner, and if you’re not sure, you might want to have a conversation with that person… 🙂
3. Stick to it for a couple of weeks and let me know how it goes…

Go Farther.