#222 - Productivity Hacks

Being productive can be a challenge. In fact, a majority of Being Boss subscribers admit that time management is their biggest struggle. Emily and Kathleen team up in this episode to share their tips, resources, and hacks they use to better manage their workload, which includes how they handle distractions, how they deal with emails and tasks, and why they track their time. They even break down their day-to-day routines to show how they structure their work and life to maximize their efficiency.

This episode is sponsored by Freshbooks Cloud Accounting and Acuity Scheduling.

Get full show notes for this episode here

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Episode Transcript

Intro (00:02):
I'm Emily Thompson and I'm Kathleen Shannon and this is
Being boss.

Emily (00:13):
In this episode of being boss, Kathleen and I are sharing
our best productivity hacks andtime management tactics.
Listen in to hear us dive intosome insights into the biggest
struggles of bosses like you,including where the struggle
stems from, a look into the dayof the life of Kathleen and me
as highly productive creativebusiness owners, moms and ladies

(00:34):
interested in books, self care,and just generally living a full
life and a big rundown of ourfavorite tips, tricks and
resources to get it all done.
As always, you can find all thetools, books, and links we
reference on the show notes atwww.beingboss.club.

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Emily (02:45):
So Kathleen and I are jamming about my teas.
So I created a line of teas atAlmanac Supply Co and guys there
.
So Kathleen is addicted.

Kathleen (02:55):
I'm your official brand ambassador for the teas.
I mean I guess unofficial, wellI just keep talking about it on
the.

Emily (03:03):
Now you're official.
I think we could call itofficial.
I think if you're saying it withme in the same space, it's
probably pretty official.

Kathleen (03:11):
You've got to ask for what you want.
And here I am asking to be theofficial Almanac Supply Co tea
ambassador.

Emily (03:20):
Kathleen.
It is my pleasure to grant youyour wish.

Kathleen (03:23):
I never thought that I would be a tea influencer.

Emily (03:26):
There you go.
You can be.
You must be drinking tea all thetime, which you're totally
doing.
Um, right.
These herbal teas are myfavorite things that I have ever
greeted period.
Maybe aside the being, the BeingBoss podcast is like, it turned
into a whole other thing forsure.
So like I feel like they're notin the same league, but in terms
of like a product that I havecreated, I love these teas so

(03:49):
much.
I'm glad you're drinking them.
That makes me happy.
Makes me happy.
Um, we're not here to talk aboutteas today though.
Thank you for bringing that upthough.
Yeah, look at you and alreadyknow.

Kathleen (04:03):
I'm just trying to get some free tea.
It's really what's happening.

Emily (04:09):
You're so slick.
I love it.
Today we're actually here totalk about time management and
productivity and for a couple ofreally good reasons.
First and foremost, um, we did apoll last fall.
We do a poll every year of ourlisteners and subscribers.
Um, and this year our pollshowed us that just shy of 60%

(04:29):
of you have claimed that one ofthe biggest struggles that you
are facing is managing your owntime.
And that is pretty much the sameyear after year.
Time management is the biggestissue.
Um, also I did a sort offollowup poll in our community
wondering maybe our closestbosses are a little bit

(04:50):
different.
Nope, not really.
Ask them what they thought theirbiggest obstacle was coming in
20, 20, and almost 40% of themsaid themselves followed by
cells and then marketing.
And in the comments below theywere all saying things like they
were struggling with delegatingor struggling with planning
their time or struggling withadjusting their schedules or

(05:13):
workflows whenever they arechanging their careers or things
are happening in their business,which basically means the
biggest thing that's standing inall of your way is yourself.
What?

Kathleen (05:27):
No, know the struggle isn't yourself.
The struggle is the time.
It's in your own ability tomanage your own dime.
That's true.
And you know, I can get realweird about time.
I've been reading this bookcalled Einstein's dreams and
it's convinced me more than everthat you can kind of stretch
time, you can slow time down,you can kind of manipulate time.

(05:49):
And I think that we've allexperienced this whenever we've
been in a flow state, wheneverwe've been incredibly focused,
whenever we've been in States ofemergency, like a car wreck, you
know how everything slows downand you can see every little
thing.
I mean it just is something thatwe can actually manipulate to
work for us.
Yes.
But also we all have the same 24hours in our day as Beyonce.

(06:13):
So there's no, she's a magician.
She's really stretching time,right?
She's hydrating is what she'sdoing.
She's very well hydrated.

Emily (06:26):
Right?
So what we do know for sure isthat bosses hardcore struggle
with time.
Um, and we don't want your timeto be the biggest struggle that
we have that you have.
We would much rather yourbiggest struggle be managing
your own money or somethingreally juicy like closing

(06:47):
awesome deals or something.
So Kathleen and I have decidedthat we want to spend a good
amount of time, um, focusing onhelping you manage your own time
better.
It's something we're going totalk about today.
We have made that one of thethemes of our conference, um,
and have some fun things goingon in that space too.

(07:10):
Um, so let's take it and talkabout it.
And what we're talking aboutspecifically today is we're
going to be sharing some of ourown tactics and things that we
do to stay productive and manageour time.
But we're doing this really forcreatives.
I think creatives have this sortof special set of struggles
where our brains are wired alittle bit differently.
We've worked with them for solong.
I think we can really speak to,um, with things that we've seen

(07:32):
with creatives and how it isthey can adjust some mindsets
and habits to help them managetheir time better.
So Kathleen, with all of thatand all the work that you've
done, both as a creative andworking with creatives, um,
where have you seen big problemswith our creative business owner

(07:53):
folks in terms of timemanagement?
I think that the biggest problemI've seen is people not knowing
what to do next or where tobegin.
So I see the biggest strugglewith time coming down to really
analysis paralysis and sittingaround and thinking about what
to do next or even jumping shiptoo soon and trying something

(08:16):
new and all of the decisionsthat come with launching
something new, rebranding,trying something new.

Kathleen (08:23):
So there are a lot of decisions to be made.
There is a lot going on and Ithink that it can just kind of
stand someone's still in theirtracks.
What about you Emily?
What do you think?
I think you're totally right andI think a lot of that feeds into
sort of the next level of it,which is insane overwhelm, which
leads to questioning lots offraudy feelings, not knowing

(08:47):
like you said what to do next.
It just, it snowballs into sortof this larger problem.
And then you end up at the endof the day or week or month or a
quarter or a year and you'vedone nothing but waffle in your
own indecision or, um, sort ofanalysis paralysis is happening
a lot.
Um, so yeah, I'm right therewith you.

(09:08):
It starts there not knowing whatto do next and snowballs into so
many other big problems.

Emily (09:14):
And I also think another, I'm also gonna throw this one
out there too.
I think creatives tend to be sogreat at so many different
things.
It's not only knowing what to donext, it's like choosing from
all of the options as to what todo next.
Yeah.
And the other thing I think isthat time moves fast.

(09:35):
And as creatives, a lot of usare really good at manifesting
opportunities and things fallingon our laps, right?
But then that's not always howthings get done.
Sometimes things get donethrough a lot of planning.
And then the actual doing, I'mguilty of this myself.
I've had lots of ideas.
I mean, you all have been, ifyou've been listening for a

(09:56):
while, you might remember that.
I thought I was going to start ablog last year.
I thought there's a lot ofthings that I always think that
I kind of want to do, but itreally does take figuring out
one, why you're doing whatyou're doing and to what it is
that you want to create an offerand then three, the steps that
you need to take to get there.

Kathleen (10:15):
Right.
So it's really just breaking itdown and then figuring out how
to structure your time aroundyour goals.
For sure.
One of the things that reallyprompted this specific episode
was a recently had a listenerask us, um, she's called not
only call this out, but she waslike, you guys often say that we
are capable of doing 40 hoursworth of work and 25 hours a

(10:37):
week, which is, we've said thata couple of times.
It's, I think that when we saythat we're capable of that we
are, did I say that clearlyenough?
I thought that you were sayingthat we tell other people that
they can do, Oh no, we tellpeople that we can.
That's what we do because we do,we do that.
We do our 25 hours a week isridiculously productive.

(11:00):
And she asked specifically sharethe secrets, what are you guys
doing that makes you capable ofgetting so much done?

Emily (11:08):
And so little time.
Kathleen and I are highlyproductive people.
We've been working for ourselvesfor years, a decade at this
point.
Have you hit the 10 year Markyet?

Kathleen (11:18):
So I quit my day job in 2010 but I've been doing the
same kind of work even wheneverI worked for someone else for, I
mean 15 years.
So right.
So do, and that's my thing isI'm truly an expert at what it
is that I do.
And there's a lot of confidenceand swiftness that comes in that

(11:39):
it's just like putting in yourhours is a big part of it.

Emily (11:42):
Yes.
And putting in those hours notonly makes you an expert doing
the thing, it helps you formamazing habits that facilitate
and you really being able to dothe thing.
Yep.
So we get a lot of stuff done.
We run businesses, we take careof our families.
We take care of ourselves.
Um, so we're going to dive intosort of the practicalities of
how it is that we show up andget 25 no how we get 40 hours a

(12:07):
week done in a 25 hour week

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Emily (13:13):
All right, I want to start this out by sharing some
day in the life.
So let's both lay out what anormal day and maybe even some
weekly stuff cause high weeksare a little bit different or
beginning of the week isdifferent from end of the week.
Um, let's lay that stuff out toshow people what this looks
like.
Yeah.
How about you go first?

(13:34):
I feel like people are going tolearn how uninteresting my day
to day is.
Um, same.
That's the point.
This is the point.
Okay.
You go first.
Okay.
So these days, um, actuallythese days, this is what my
schedule looks like.
My schedule does changeseasonally a lot.

(13:55):
So these days is what it lookslike.
I do consistently wake up at six30 in the morning with no alarm
clock.
Wake up naturally.
I am quite in touch with mycircadian rhythm.
I will read in bed until seven.
I totally read from my phonelike on my Kindle app and I have
no apologies about it.
None.
Just so everyone knows.

(14:17):
So I'm doing some reading firstthing in the morning.
I'm over here looking veryskeptical.
I feel like this is so bad foryou to be reading from your
phone.
It's fine.
Okay.
I'm not looking at my phone atnight before I go to bed.
There you go.
Right.
So we'll have that trade off.
So I will get up and I'll dosome reading first thing in the
morning, whatever kind of books.
Sometimes to business books.

(14:38):
Sometimes it's a fiction booksometimes like it's just
sometimes I'm just Googlingweird shit and seeing what it
says.
I'm reading in bed until sevenand then I get up and I will go
for a walk.
I'll take my dog for a walk.
Um, come home, make breakfast,get ready, sorta hang out.
Like we're not really rushedpeople in the morning, which is
one of my favorite things.

(14:59):
That's like one of those giftsof working for myself that I do
not take for granted is that weget to have very chill non
rushed morning and having ahomeschool child and having
homeschool child for sure.
Also we'll throw that in there.
I'm also homeschooling my childand all of this as well.
Um, I'll go to work and thesedays I have an office, which is

(15:22):
some that working.
It's crazy.
I haven't worked out of thehouse in almost five years.
So for me to get up and put onreal pants every day was quite
an adjustment though not asdifficult as I anticipated it
being, which I'm grateful for.
Um, but I think it's reallyhelped my productivity.
That's a thing.
Changing scenery.
We'll get to that soon.

(15:43):
So, um, I'll get up, we'd go towork, nine o'clock, we'll be at
the office.
It's literally five, not even afive minute drive from our
house.
It's a mile.
Sometimes I'll even walk towork.
It's about a 20 minute walk aswell.
Um, I'll work till noon.
Take a good lunch break.

Kathleen (15:59):
Are you packing your lunch?
Are you going back home to eatlunch?
What are you doing there?

Emily (16:03):
All of the above.
Plus some, so some days we'lltake lunch and just eat there.
Sometimes we will come home andeat lunch.
Sometimes I'll walk home and eatlunch and then walk back.
Then that's all like a littlebit longer of a lunch break.
Sometimes I'll go have lunchwith friends.
Literally the world is myoyster.
Your lunch, are you packing alunch for David and Lily?
Are they on their own?

(16:24):
No, it's if we're packinglunches for everyone cause we're
all there.
You're packing a lunch foreveryone.
Someone is packing a lunch foreveryone.
Not necessarily me, Davidsometimes.
Yes.
Okay.
Yeah, it's just we are like theQueens and Kings I suppose of
leftovers.

(16:45):
I love being very strategic withmy meals so that I can cook once
and eat for days.
Yeah.
This is, I mean we're going toget into this later, but
definitely utilizing leftoversand meal prep is huge for me.
For productivity.
Absolutely.
Um, so lunch break, go back towork, work until anywhere

(17:05):
between three and six.
Some days I'm quitting kind ofearly.
Some days, some days, likeyesterday I was actually there
until six 30.
David could not pull me awayfrom the computer.
I was doing something creativeand I could not leave.
I was not in the mood, so Istayed there a little later and
then we'll come home, usuallytake another walk.
Um, have dinner, hang out, go tobed.
I do not watch, actually this isone of my productivity Tufts for

(17:28):
later probably, but I'm gonnashare it now.
I do not watch television.
We know.
Don't do it right.
I just, I, I can't.
And, and, and I've really foundthat I can't, I do not have the
like ability to sit still andwatch a movie for an hour and 45
minutes drives me nuts.

(17:49):
Absolutely nuts.
Um, and that's what my day lookslike.
I'm usually in bed by nine, nine30 asleep by 10.
And sometimes I'll read with a wOh, actual book with the light
on and bed for awhile and go tobed.
I have been, now that it'swinter, I've been going to bed
really early, like eightsometimes so early.

(18:13):
In fact that I've had to startpurposefully going to bed later
because I'm not sleeping allnight, but comes, I'm going to
bed so early.
Are you waking up earlier likethree o'clock in the morning
ready to go?
It's a little bit of a mess.
So I'm, so I'm making myself goto bed a little bit later.

(18:33):
Nine, nine 30 10 is the goal.
Um, but that's pretty basic.
I will also say I usually,there's usually a day or two a
week that I'm only working abouthalf a day.
Um, it's usually Thursday and orFriday because I'm spending a
half day homeschooling Lily orbecause I have errands to run on
Friday or whatever it may be.

(18:54):
Um, that's not quite my scheduleevery single day or the nine to
five isn't every single day.
But when I'm working I, it'susually pretty traditional nine
to five.
And even when I was working athome, pretty traditional nine to
five um, hours.
And it's basic.
It's a real basic.
So Kathleen, tell us howwonderfully thrilling your day

(19:15):
to day life is.
So unlike you, Emily, where Itypically wake up around six 15
or six 30 with no alarm clock, Ijust naturally wake up at that
time probably because it'swinter and I'm going to bed
pretty early.

Kathleen (19:30):
Um, if I've had insomnia, I might use an alarm
just in case, but I wake uparound six 15, six 30.
A new habit I've incorporated isI am putting on my Apple watch
immediately and breathing forfive minutes.
I use the breathe app.
So one of the reasons why I dothis is because I'm trying to
test my heart rate variabilityto see how prepped I am to work

(19:53):
out, like how hard I can go inmy workout.
So that is a whole other topic.
We won't get into it, but Ibreathe and then after I breathe
I kind of meditate a little bitabout my intention for the day
or how I want things to go.
I'll even mix in somevisualization to help me
solidify or kind of rehearsesome of the habits that I want

(20:13):
to incorporate in my day.
Or let's say I have an interviewcoming up.
I might kind of visualize thatgoing really well.
And then after that I'm kind ofget up and go.
So we've talked about ourmorning routines before on
another episode.
We'll be sure to include it ifwe can find it, but I know that
we've talked about that before.
Um, but a bulk of my morning isspent getting Fox ready for his

(20:36):
day.
So I'm packing his lunch, I'mpacking his bag, getting his
clothes.
I set his clothes out by thefire to warm them up.
Oh my God.
That's, I know.
See, I'm a good mom.
That's real sweet.
I know.
That's next level.
So I'm getting Fox ready for hisday and then after everyone is,
you know, gone for the day.
Jeremy's gone to work foxes onthe bus.

(20:57):
I like to go work out.
So I'll walk to the gym, I'llworkout.
And this isn't every day.
There are some days wheresometimes I work out in the
evening and I'll get to that.
So from there I'm either workingor I'm working out and then um,
if I'm working out, I'll comehome, I'll get ready, I'm
usually ready to hit the groundrunning.

(21:17):
Like I've eaten, I've taken ashower, all the things I'm
usually ready to hit the groundrunning by 10:30 AM like if I
have to schedule a meeting, Iwon't do it until 10 30 and then
I'm going pretty hard from 10 30to five 30 these days.
And that includes little breaksfor, you know, maybe getting
some lunch or making no, I'vebroken my chocolate habit.

(21:42):
Actually, this is, I haven'treally talked about this, but I
was getting into this routinewhere I was fasting until noon
or so.
I've stopped doing that.
I'm eating much earlier in theday and then I'm having a proper
lunch.
So I'm really into thesecrackers that I get from trader

(22:02):
Joe's and putting some kite Hillalmond cheese on it and either
topping it with eggs or salmonand like some chives, I'm really
committed to making my food lookpretty this year.
So I'll top it with chives andcapers, which you taught me
don't come from the Sierra,they're not sea animals.
That was a whole conversationand even Instagram and a lot of

(22:25):
people were truly also shockedthat keepers don't come from the
sea.
I'm not the only person whothought this.
And if you're listening to thisright now and you're like, what?
Capers don't come from the sea,they come from a Bush in the
Mediterranean.
They're quite pickled, but saltpreserved.
But before I was bingeing onlike half a bar of chocolate

(22:45):
every afternoon because I was sohungry but didn't want to eat
like a proper meal.
So now I'm just having a coupleof small meals in the day, like
a normal person and it's workingout really well for me.
That chocolate habit was real.
And I will say too, if you'replaying with fasting or not,
that you're playing with fastingor whatever.
Um, I told you about this bookreasonably, but I'm gonna share

(23:06):
it here.
I'd read a book over the winterbreak that was change your
schedule, change your life.
And one of the things he talksabout in that book is this cycle
of fasting.
And what most people do wrong isthey fast in the morning when
you should really be fast in theevening.
So getting up and having aproper breakfast, breaking your
fast at the right time, yourlunch being your biggest meal of

(23:28):
the day.
And if you want to fast havingyour dinner, be the mill that
you're skipping because itshould be your lightest middle
of the day because you're goingto bed and your digestion system
is going to sleep.

Emily (23:40):
So that one should be the smallest one.
And then your fasting from lunchto breakfast the next morning.
Just throwing it out there.
I've been playing with adjustingmy own schedule again, tapping
into the next level of mycircadian rhythm.
And, um, I actually did this theother day and I was fine until
the next day, which usually whenI'm fasting I'm like, eat a

(24:00):
whole bar of chocolate ravenousby whatever time to, um, anyway,
just throwing that out there.

Kathleen (24:06):
Yeah, I'm so fascinated by all of it.
I'm fascinated by all of thebiohacking stuff.
I'm, I basically use fitness andnutrition as a hobby, so I'm
always playing around withthings, but you cannot deny the
social aspect of your lifewhenever it comes to how you
interact with other people.
And so for me, fasting in themorning was easy as because my

(24:27):
family's not around.
Whereas in the evening I like tohave dinner, so I kind of had to
just weigh the pros and cons ofwhen I might fast.
Now I'm seeing for me having mydinner just a little bit
earlier, I'm probably stillhaving the same fasting window.
I'm just having my dinner alittle bit earlier if possible,
like at six versus eight.

(24:48):
And then, um, that really helpsme.
I don't know, I just feel a lotmore balanced lately with that
schedule.
And then it's, it's all aboutexperimenting on yourself and
really your whole schedule, yourdaily schedule is about
experimenting and seeing whatworks.
So for example, my, one of mymost creative times of day is
whenever I first wake up in themorning, but I don't want to hit

(25:10):
the ground running on mycomputer necessarily.
So I'm working out and I'veplayed around like I've also
been playing around with a lotwith working out in the evening
and really getting to worksooner rather than later.
And that's been really helpfulto you.
So I like, I'm playing aroundwith it a little bit, which is
weird for me.
I'm such a Taurus set in my wayswith my habits, which is another

(25:33):
tangent I've been changing.
You know how I always eat paleo?
It's every day for lunch.
Yes.
I've changed that up.
I'm not eating the same thingeveryday.
I've been tackling this newperson, everyone.
I mean I've been eating the samething every day for the past
four or five years and I'vechanged in a bar.
Chocolate?
Yeah, paleo.
It's in a bar.
Chocolate.

(25:54):
Okay.
So maybe if, if people areinterested, maybe I can go into
it on my Instagram or we cantalk about it in another
episode, but I'm back to myschedule.
So I'm just working what feelslike a nine to five right.
But it's usually 10 30 to five30 then I pick up Fox from
school.
So he goes to a school and goesto aftercare.

(26:18):
And then if I didn't work out inthe morning, I take him directly
to the gym, we go to the gymtogether, I get a workout in
whenever I get home, I getdinner going.
So I'm like you where I'mstrategically prepping my meals
so that if I cook a dinner, it'sgoing to last us two more nights
or leftovers.
And then I usually make a teabefore, after dinner, like an

(26:40):
after dinner tea and I'llpractice the piano while I'm
drinking my tea and everyone'skind of chilling.
And then by 8:00 PM we'restarting our bedtime routine and
getting in bed.
And then, and then I start overand every day is pretty much the
same.
But whenever you said that youusually take sometimes a half
day.
I bet I do that once a week aswell.
Like even today, right before wewere recording, I popped over to

(27:04):
the grocery store real quick andit wasn't a half day, but I also
volunteer at Fox school once aweek.
So I was volunteering and then Ipopped home and I was like, Oh,
you know what?
I still have my coat and shoeson.
I'm just going to run out to thegrocery store real quick.
It's two a two minute drive andget that done.
So there is some flex in myschedule for things that come
up.

(27:26):
Ooh, yes, that flexibility butalso basic.
Thank you for sharing youramazingly basic.
And then there's a lot ofnuances in there too, like
routines within routine.
So in my work day, I havecertain days that I'm scheduling
things.
I'm always really cognizant andwe'll get into this more in our
next section about like arttricks.

(27:47):
But I'm conscious about notoverbooking things and
considering how long it takes todo something whenever I'm
figuring out my work schedule.
So there's a lot of like littleand again morning routine.
There's the lemon water, there'scoffee, there's all the things
within all of this.
Right?
Right.
But what, what we really wantedto illustrate here was that our

(28:09):
daily routine is not like we'renot waking up at four and
getting started or not.
Um, I don't know, working lateat night or I don't just, we're
not doing anything crazy.
Like we're just basic peoplewith a basic schedule, but we
get shit done and the way we getshit done is with some really

(28:30):
important little tips and habitsand tactics that we're going to
be sharing.
Um, and the next section abouthow we take our normal lives and
just sort of put them intooverdrive when it comes to
getting the work done.

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Emily (29:28):
All right, let's get down to the good stuff.
Now we've made you wait longenough for some of our favorite
tactics.
I don't like the word hacks.
I don't like the word hacks.
That feels like slightly likeseems negative.
Like you're like you're cheatingthe system.

(29:49):
This isn't cheating.
This, this is just using.
This is having a system, butthis is,

Kathleen (29:54):
I know it is funny when people like 10 life hacks
to be more productive, it's yourwater and it's like, no, that's
not a life hack.
That's just being a human being.

Emily (30:04):
That's just a good habit.
So I don't want to call themhacks.
I'm not going to call it though.
You know what I might do, guys,I might call this Productivity
Hacks and it gives them, youknow, sometimes you gotta just
for the SEO.
So you know what, click bait allday.
Oh man, I'm going to call itproductivity may be, you will

(30:26):
see, you guys can go back.

Kathleen (30:27):
I like it.
I feel like you're saying thatyou don't like the word hacks
because you actually do like it.
I feel like we're having a fullcircle moment.
So let's spend this next segmenttalking about our favorite
productivity hacks.

Emily (30:42):
I love it.
Let's do it.
Okay.
My biggest one, my biggest hackis to turn off your
notifications.
Dang it.
Um, whenever I'm working,whenever I'm sitting down nine
to five, whatever that may be, Iam notorious and by notorious, I
mean people get annoyed at meand I don't care because I'm

(31:02):
turning off notifications on mycomputer screen cause there's
little Apple slide andnotifications will kill your
productivity.
Um, and my ringer is literallynever on my cell phone ever.
Like it's not buzzing, is notdinging, is not doing anything.
So I turn off my notifications,I turn off the ringer on my cell
phone, I will shut down Slackand I will shut down my email

(31:25):
whenever I have something to dobecause the only thing that
those things do is distract youand you can't multitask.
Your brain cannot be writing anemail and checking that
notification that just flashedthrough and be able to really
process either of those thingseffectively and efficiently.
Your brain will, even though youthink you may be multitasking,

(31:46):
you're actually switching fromone thing to the next and
there's a buffer time thathappened that is required
between switching between thosethings where you're not
productive.
So the more you're switchingfrom one to the other, you are
losing productivity.
So hack number one is remove allof those little digital
distractions.
Turn off your notifications andthe way you do that, literally,
if you're on a Mac, go up to thetop right hand corner.

(32:09):
There's these three little dotswith three little lines.
You can click on it.
You scroll up, what you don'tthink you can scroll up but you
can and there's a little buttonthat says do not disturb and you
can turn it on and it'll resettomorrow.
Your notifications will be backon if you want them.
You can also come manually turnit on or off I guess if you
want.

(32:30):
Um, but it will stop notifyingyou of everything.

Kathleen (32:33):
You just changed my life.
I didn't know the scroll upthing.
I've been trying to figure outhow to turn off that bar for
long.
There you go.
It does it for I think justuntil the end of the day.
So tomorrow morning or like youshould title this episode, how
to turn off your notificationsand hack number two here.

(32:54):
If you have problems sleeping,Ivan struggling with how bright
my monitors are and I have twoof them right next to the do not
disturb button is night shift.
So I just turned that on and myeyeballs feel so much better and
I'm not designing anything so Idon't need to be able to see in
full color.
Yeah.
Oh my God, you're welcome.

(33:15):
Well, my hack is quite theopposite of what you just said.
Actually, I'm all for turningoff distractions, but one of the
things I've been doing lately toget into designing, so my most
creative self, the part of methat has to sit down for let's
say three hour chunks and designout a brand platform, it takes

(33:37):
longer than three hours, butthree hours is like my max of
being able to sit at mycomputer.
I will turn on some Hulu, I willwatch, here's what I watch.
Keeping up with the Kardashians.
Love it.
And it's become like a PavloPavlovian response.
So if Pavlov's dog, he wouldring a bell and then the dog

(33:59):
would know that he gets a treator something like that.
So then once Pavlov even juststarted ringing the bell, the
dog would start salivating likeit's going to get a tree, even
if it wasn't getting a treat.
So I found creating these littleroutines for, okay, keeping up
with the Kardashians is on.
I'm sitting down and designingand it's just on in the
background.

(34:19):
I will say it is kind of adistraction.
In fact yesterday I watched allof the keeping up with the
Kardashians, so I startedwatching Roadhouse instead and
um, I did the entire thing.
Yeah, I Instagram story and I'mnot done.
So be sure to follow me onInstagram if you want my a movie
recaps.
Love it.

(34:40):
I did this too whenever I wasdeveloping websites back in the
day, I would always turn on drwho that was my, that was my
shad, turn it on, put it up inthe little corner of my, of my
computer and just develop a way,write code for hours gets you in
the zone.
And actually I have one otherthat's kind of related to that
as far as like sitting down anddoing the work.

(35:00):
Have you ever heard the termme's in place?
Yes.
It's used for cooking where ifyou're cooking a recipe, get all
of your ingredients chopped andtogether and in little dishes
and it might seem like a wasteof time, but you don't spend any
time while you're cookinglooking for that thing or
measuring things out whilesomething is burning.

(35:21):
Everything is there and ready togo.
It also feels really fancy.
Like it feels just really niceto have everything there.
You feel like your Rachel Ray ona cooking show, but um, you can
do the same thing whenever itcomes to the materials that
you'll be working with.
So for example, right now I'mworking, I'm on the beginning
stages of a brand platform andwhat I did is I went and bought

(35:43):
all the fonts I needed to buy.
I collected all of the photos Iknew that I wanted to use in one
place.
I opened the file, even just ablank InDesign file and I named
it and I saved it and then Iclosed it while I was like
gathering all of my materials.
So that's another thing that Ihighly recommend from
productivity is gathering all ofyour materials in advance.

(36:05):
That's a good one.
Look at you go.
You must get shit done.
Um, all right.
One of mine is a little bit of afollow up from my last one and
it is creating healthy andproductive email boundaries.
So many bosses I know are alwaystalking about how interruptive
or time consuming and theirinboxes and it's only because

(36:28):
you allow it to be on somelevel.
Please don't send me snarkyemails.
Um, one of the best things I dida couple of years ago, I started
tracking my time, which I'll getto in a second and I was
specifically wanting to see howmuch time I spent in my inbox
and I was spending a stupidamount of time, my inbox,
because every time an emailwould come in, I would go answer
it.

Emily (36:48):
I was distracting myself going and doing it.
You know, inbox zero was likehow I measured a productive day.
All of those things.
Once I realized how much time Iwas wasting in my inbox
scratched it.
Now I answer emails like once aweek maybe and I will not answer
a large majority of emails thatlanded in my inbox.

(37:09):
Not because I'm an awfulcommunicator, it's more like I
only have 24 hours in my day.
And so I've developed what Ithink is a much more healthy
relationship with my inbox whereI don't feel like I need to
respond to everything.
I have very clear boundariesaround when I'm in my inbox and
it's not my top priority.
My top priority is my work.

(37:30):
My email only helps facilitatesome of that.
So creating some healthy andproductive email boundaries is a
great way to better manage yourtime.

Kathleen (37:40):
Mine ties into the last one, which is having
everything in its place andready to go.
One thing I really like doing inorder to stay productive is to
stop whenever I have somethingto come back to.
So for example, yesterday I wason a roll with designing a logo
and I knew what I wanted to donext and I'm like you where I
could have kept going until six30 or 7:00 PM but I decided to

(38:02):
stop so that I would have thatmomentum whenever I come back to
my desk and I wasn't having tostart over fresh with like,
okay, well now which part ofthis do I want to work on?
And same as true for whenever wewere writing a book or even
writing blog posts ornewsletters.
Sometimes I will outline it thenight before and then come back
and flush it out the next day.
So yeah, always have somethingto come back to.

Emily (38:25):
Love it.
My next one, change it up.
And whether that's your sceneryor the time of day you're doing
things.
Um, I often feel I'm especiallymost creatively productive when
I do something out of the box ofmy normal work day or
environment.
So, and this can even meanworking on the weekend

(38:45):
sometimes.
Sometimes my best creative workand I'm talking, let's say I'm
designing a new website forsomething, wink, wink or I am,
um, even sometimes working onlike...I always see organizing
things like a hugely creativeundertaking.
Like if I'm planning out a wholenew project that's got lots of
like delegatable tasks and allof these things, uh, I get

(39:09):
really excited.
Sorry guys.
Um, sometimes I can do my best,like really intense work on like
a Sunday afternoon when I don'tever work.
But sometimes removing myselffrom my usual work day and
allowing myself a good solidblock of time to just focus on
that thing elsewhere can bereally productive.
Um, or in a different placesometimes to write a solid

(39:31):
something, I need to go to thecoffee shop, uh, remove myself
from, you know, dirty laundry oryour inbox or whatever it may
be.
Um, removing yourself sometimesin space can also be a great way
to tap into some productivity.
My number one be all and end allproductivity tip is to have a

(39:54):
process.
So here at braid creative wehave the braid method and it's
the same process.
It's had iterations for surethat have evolved along the way.
But we have a process called thebraid method and it's how we
take clients through thebeginning to the end of their
brand platform.
So if you can have a processaround the way that you work,

(40:16):
whether you offer a service or aproduct, have a process and then
work the process.
And then create systems tosupport the process.

Kathleen (40:26):
The more you can rely on your process, the more you
can start to automate it or hirefor it and you just know what
you're doing.
Coming back to that, having tomake decisions thing, I know
exactly the next steps I can S Ican tell people, here's what
you're going to expect next.
Here's the email I'm going tosend you.

(40:46):
Then that email is a cannedresponse that I tailor to fit
their project.
Um, I know what deliverables I'moffering every single time and
for me that has just been hugewhenever it comes to being able
to get so much, especiallycreative work done in such a
small amount of time, right?
When you can automate in termsof processes, those sort of

(41:08):
mundane tasks of everything thateven though like me zone play
stuff, like what does it takefor you to gather all of your
materials.

Emily (41:16):
If you can have hardcore systems around that, you can do
your work so much moreefficiently and effective.
And this goes right back to whatwe were saying was the problem
that we see with creatives beingthey don't know what to do next.
A system will tell you whatneeds to happen next.

(41:36):
Once you have a new client,you're like, what do I do next?
How do I deliver this thing?
Or once you're in the middle ofa creative project, what is it
that I'm supposed to do next?
A system that you've createdwill tell you what to do next so
that you never are sitting therewasting time wondering what
happens next.
And all of those things can goon so much more efficiently and

(41:57):
productively and it helps youclose the deal with your
clients.
Whenever you can tell apotential client what to expect
and here's how you work andhere's how you've taken hundreds
of people through this exactsame process with wildly
different results because it'slike input versus output.

Kathleen (42:14):
At least that's how it works with me.
Um, it can really reassuresomeone who's on the fence and
it can really make them trustyou and feel good and like you
know what you're doing.
And then you have to deliver onthe process.
And what that does is it givesyou more confidence.
You're never left guessing, whoam I going to get the
information that I need?

(42:35):
Am I going to, um, am I going tobe able to do this?
You just trust the processbecause you have it and it's
worked before.
Yeah, because that's been mybiggest challenge as a creative
is there have been moments wherebefore we had a process at the
old agency that I worked at myday job, you would just get any
given one off job and you didn'thave maybe all the information

(42:58):
that you needed or you thought,how am I ever going to design
this?
Like I don't even know what itis that I'm doing.
So whenever you have a process,you know what you're doing, you
know what's next and it justgives you so much reassurance
and confidence.
And you know, even coming backto our conversation about the
buyout, one of my biggestchallenges in being boss is that

(43:20):
we were always innovating andlike coming up with new things.
And that was really hard for mybrain to wrap itself around.
I really liked that process.
And Emily, I think that you'rereally good at innovating and
thinking of new things and thenimmediately creating a system
around it.
That's something that I'vereally learned from you is
creating a system around it andfiguring out what support you

(43:41):
need ASAP in order to make it doright.
That's where I was leading intonext with this is once you have
these systems and processes, youcan delegate, you can bring on
someone to help you do things sothat you can go do other things.

Emily (43:54):
Um, you can also do actual automation.
So we've talked about like quoteunquote automating a process
where you know, you simply knowwhat happens next, but you can
also use technologicalautomations to help you do a lot
of that work too.
Um, if you guys are unaware, Ido.
Um, I do emails every Sunday toour email list called weekend

(44:15):
edition.
In a couple of weeks ago.
I did one where I talk about theautomations that I do in my
business and how I recently dida little bit of math and found
that I'm literally saving myselfthousands of like very
rudimentary, at least$4,000 ayear though.
That was like, to have like 40tasks that I have automated

(44:37):
across my online businesses.
Um, several thousand dollarsjust by using automations to do
things like help me schedulemeetings.
Thank you.
Acuity scheduling.com/beingboss.
Um, allowing me to do thingslike, like automating, telling
my team when things happen.
Like there's not someone sittingthere going, okay, this happened

(44:58):
over here.
You guys need to go do thisthing or sending tasks from, you
know, Slack to Asana, whateverit may be.
There is a lot of actualtechnological automations that
you can do to save you a boatload of time and money.
Um, and you can use systems likeacuity.
Our pals at FreshBooks, um, you,I use Zapier is E a P I.

(45:21):
E.
R for a lot of automations.
They are not official friends ofours though.
I would love for you guys to be,just so you know, um, there's
lots of tools out there that youcan use to have a lot of your
online business, especiallyautomated though I also use a
lot of those automations forlike in-person retail stuff at

(45:43):
Almanac as well.

Kathleen (45:44):
Are you measuring those automations against how
much time it would take you orsomeone else to actually do that
task?

Emily (45:50):
Yes, I took, I took like three or four tasks that y'all
have to go back.
No, I'm not going to go back.
There was this email that Iwrote, um, where I took a couple
of tasks and I equated, okay, ifthis is happening once a week
and it takes an hour for a humanbeing to do it, um, or even 15
minutes a couple times a weekfor a human being to do it.
And I were to do that.

(46:10):
I think it was like$15 an hour,so pretty minimal pay.
Um, it was, I think it ended upbeing about$3,400 a year just on
like literally like schedulingmeetings and telling my team
something like a handful oftasks out of dozens that I use.

(46:31):
Now I will say with a processand automating things, you have
to know what you're doing beforeyou can start automating and
delegating.

Kathleen (46:40):
So you really do, there is a lot of front end work
whenever it comes to automating,but it is totally worth it.
It will save you time and moneyin the long run and you can
start small.
You can start small with thingsthat you know, need to happen
and build as it goes.
So automations is one of mine.
Um, I will also tout out here,we've had Mike Michalowicz on
the podcast before.

(47:01):
Super awesome guy.
He wrote Profit First, which youknow, many bosses are a fan of.
His newer work is calledClockwork.
And one of the things that thisbook does, I read it, I loved it
, um, is it does a reallywonderful, easy to implement
breakdown of where your timeshould be going in your
business.
So if you're like, I don't knowhow much time I should be doing

(47:21):
planning versus delegatingversus actually like putting my
head down and do the work.

Emily (47:27):
Mike has done tons of research and implementing with
his clients and in his ownbusiness to figure out what the
sort of optimal use of time is.
Um, similar to how his profitfirst model works and it's
amazing.
Really amazing.
So if you want to wait...

Kathleen (47:43):
Can you tell us how much time should creative spend
actually creating like on theircore genius?
So let's say I'm a designer.
How much time?
Well, I'm a designer and anowner.
How much time should I spenddesigning versus like business
development, you know, we needto have, well let's have him on
the podcast cause I want to askhim, right.

Emily (48:01):
We will have him on the podcast and I don't have the
book with me at the moment.
I made David read it.
I was like, I read this book,you have to go read this book
now I'm so I don't have it onme, but um, there is, there is
an optimal amount of time andit's sort of, it's for your
whole business too.
So if you are the only person inyour business, then you need to

(48:21):
be doing this.
But if you have multiple people,you can spread those percentages
out of between multiple people.
So let's say you're just doingthe blending and everyone else
is doing the work or whatever itmay be.
Um, anyway, it's amazing.
We'll have Mike somewhere soonfor sure.
Um, so clockwork, go check out.
It's a great resource.

(48:41):
All right.
Speaking of clockwork, can youtalk a little bit about time
tracking?
How has time-tracking helped youwhenever it comes to being more
efficient?
Time tracking keeps me super onpoint.
Um, there's something about mephysically hitting the button
that says go, that makes mefocus and go until I hit the
button to stop and then I'mreleased to pick up my phone and

(49:03):
look at Instagram or whatever itmay be.
Um, so time tracking has reallyhelped me stay very focused and
helps me retroactively look atwhere I've been spending my time
so that I can better optimize.
Like I did that time whenever Ichecked to see how much time I
was spending in my emailinboxes.
And you can do a littleplanning.
I don't do much planning.
I mostly use it retroactivelyand just like keeping me focus.

(49:23):
It's like, it's like me, it'slike personal accountability is
what time tracking is for me.
And I do like to use timely.
They have previously been um,been sponsors of the podcast.
Feel free to send them an emailand tell them that you'd wished
they'd come back.
That would be awesome.
But, um, I love timely, lovethem a lot.

(49:45):
I think with time tracking also,what I want to say whenever it
comes to being productive isdon't underestimate what you can
do in just 10 minutes, man.

Kathleen (49:54):
I do think that a lot of people underestimate how much
they, how much like a wholeproject might take or maybe
they, you know, they think thatthey can get something done in
an hour.
But it's really gonna take themthree and then you can get in
trouble with over-committing oroverbooking yourself and
thinking that you can do toomuch in too little time.

(50:14):
And then the inverse of that isknowing you can do a lot in 10
minutes in 10 minutes yesterday,I mood boarded out the look and
feel for a client's brandplatform in 10 minutes.
Today I wrote down all of mynotes for all of the things that
I do for productivity to prepfor this episode.
There is so much stuff that youcan get done, so don't hesitate.

(50:37):
I mean, how much of our book didwe probably write in 10 minute
chunks, right?
Just little outlines here andthere and then filling it in
later.
So if you have 10 minutes tospare, and I do watch TV.
So that's another thing I am,I'm also watching shows amongst
all of this stuff.
Hack, watch a 20 minute show.

(50:58):
I highly recommend Schits Creek.
It's so good or stop wheneveryou still have more.
If you watch an hour long show,stop at 30 minutes and then
start the second half the nextday.
Okay.
Anyway, what I really wanted tosay about that though is that
you can get a lot done in 10minutes.
So the next time you do have asmall little or a break, try and

(51:19):
hop right into something.
And again, that means if you're,if you've got your me's in
place, if you've stoppedwhenever, you still have more to
do, you will always havesomething to pick back up.
If you have your tasks, they'llnegate it out and you know what
it is that you even need toaccomplish this week.
You're going to be able to knocksome stuff out.
I love it.
I'm gonna say something reallyquickly about this TV piece.

(51:41):
And this is not about TVnecessarily.
This is about literally anythinga couple of months ago.
So, well actually before I evensay that I, what am I, I am a
reader.
I've always been a hard, likeeven as a kid, there was one
summer when I was like in middleschool where I encountered them
read like 70 bucks like booknerd guys.

(52:01):
I'm not a crazy fast reader byany means.
I just have a really greatattention span.
I think whenever things areinteresting cause there are
definitely books that I don'tfinish, so don't think I'm not
that person.
A couple of months ago Irealized that I wasn't reading
as much as I like to read.

Emily (52:17):
There was my pile of books that I want to read was
getting really, really tall.
And I remember thinking like, Iwant to be the person who has
read every book that I want toread.
And so I made a consciousdecision that instead of
watching television, because Idon't care to be the person
who's watched every season ofsurvivor or whatever it may be.

(52:38):
And I'm not picking on you ifyou love survivor by any means,
I'm just giving an example.
Um, I wanted to be the kind ofperson who had read all the
books that I wanted to read.
So now, literally every singlemorning whenever I wake up and
every single night before I goto bed, I'm reading, I've chosen
to use that little bit of time,which is like 30 45 minutes on

(52:58):
each end is spent reading booksinstead of anything else.
So know that like a lot of timemanagement is time prioritizing,
of knowing what's most importantand dedicating yourself to
spending that time doing thething that is important to you
as opposed to literally theinfinite list of other things
that you could be doing 100%also back to the 10 minutes

(53:23):
thing, there are some nightswhere I, because I also love
reading, I read a lot, probablyabout a book a week at this
point and I get that done inalso just 10 minutes a day.
And sometimes it's longer.
Sometimes I'll spend an hourreading and I'm learning how to
play piano.
And so same thing with that.
Like if I can just sit down for10 minutes a day, it really does

(53:44):
start to add up.
Yeah.
So this a place to work at aplace to anything that is that
you want to do or learn or be orwhatever.
Okay.
Last thing I'm going to throwout here is some boss support
because after I did that poll inthe community where I found out
that still 40% of people, likeit's themselves standing in the
way of feeling awesome about thecoming year.

(54:06):
I prompted our boss members andthe community to share their
best tactics for finding focuswhenever they feel overwhelmed
and unproductive.
And here's a couple of thingsthat they said.
First a to do list, brain dump.
I love doing this personally.
I high-fived this one putting onyour headphones and this was

(54:28):
more of those like Pavlov's dogscenario where you feel
unproductive, put on yourheadphones focus, which I
totally loved.
Okay, wait.
But as music playing or justheadphones on.
So she actually said that eventhough it's music too, but like
even if like she's playingmusic, it's putting the music in
the headphones, but even theheadphones on like there's some

(54:49):
about and so it's those littletriggers, whatever you need to
do to get yourself in the zone.
The Pomodoro method, which issetting a timer for 45 minutes
and focusing on one task for 45minutes.
Bosses I knew loved this.
I hear about this in a lot.
I like this one going for ashort walk.
Yes, all about this.
Again, you know with what youcan do in 10 minutes, you can

(55:12):
get in 10,000 steps a day, 10minutes at a time and it just
clears out your brain and Iwould even say, and I'm in, I
love listening to podcasts.
I listened to them all day everyday, but try not listening to a
podcast and going for a quickwalk and it will just clear your
brain out.
So quick walk was actuallypaired with multiple people
saying general get out innature.

(55:33):
I will say too sometimeswhenever I need a quick little
break to do a reset so I cancome back and focus, I'll just
go like pull some weeds in thegarden, like just half a bed,
pull some weeds done and thenyour bed is D weeded, right?
And, and I was productive whileI was resetting.
Look at that.
Um, also stopping for a chatwith another boss to boost

(55:55):
inspiration.
Sometimes overwhelm andunproductivity can STEM from
being very uninspired to do thework.
Talking to a boss friend,whether that be just
accountability or generalinspiration can be great for
giving you that boost.
This might be my favorite one.
Pick just one thing to do rightnow, even if it's small and easy

(56:15):
to give you that boost ofproductivity to keep going.
This is something that you saidlast week, Emily was or a few
weeks ago, was that it.
The more energy you produce, themore energy you get and I think
that there is something to beingproductive and really collecting
that momentum to keep going.
Right?
There was some chatter in thereabout the snowball effect that

(56:38):
happens whenever you do one andthen you do two and then you did
18 and you're like done, whichis really great.
So just start checking it offfor sure.
So those are the most, some ofthe tactics that came from the
Being Boss community, they werehaving that.
They loved this little prompt,they all got excited and we're
cheering each other on with.
They're really awesome.
Their really awesome tips.

(56:58):
And I told them that if theyever have any issues with being
unproductive or unfocused tocome back and use some of these
tactics and you guys can alsouse this episode.
Did you just say, all right andthere you go.
So those are some of our besttips, tactics and dare I say
hacks to help us be veryproductive and yes, very
truthfully often get 40 hours ofwork done in a 25 hour week.

(57:25):
We do all the things, all thethings we need to do and we
sleep and eat and work out andtake walks and all the things so
you can do it.
To me.

Kathleen (57:33):
Granted, I had to quit my job this year at being boss,
but.

Emily (57:38):
I didn't.
I didn't do it.
You're practicing piano.
I'm not practicing piano.
I'm not learning anything new.
Just running two businesses.
We all choose.
We all choose our price, ourchoices.
Right?

Kathleen (57:50):
Working on my six pack and those piano keys.

Emily (57:52):
Yeah, I'm doing neither of those things.
I promise you.
Promise you.

Outro (58:00):
Thanks for listening and Hey, if you want more resources,
we're talking worksheets, freetrainings in person meetups and
vacations, and more.
Go to our website atwww.beingboss.club.
Do the work.
Be boss.