This document provides productivity tips from Jan Rezab, a serial entrepreneur. Some key points include:
- Manage time by thinking in "blocks" of one hour and maximizing productivity in each block.
- Use tools like Wunderlist, Podio and Slack for communication and organization in addition to email.
- Design meetings purposefully with clear agendas and action items. Follow up immediately.
- Find ways to be productive during activities like driving or flights by taking calls or responding to emails.
- Hiring an excellent assistant can help optimize schedules and respond to urgent requests so the entrepreneur's time is freed up.
2. Time is relative. How we experience time is also relative.
And what we can manage in given time
is completely up to us.
That’s why try hard to learn do everything
faster and get done more in less time.
How to Approach Work?
6. I try to plan my day perfectly
so every block counts
7. 800 hrs
external
meetings
(with a lot of overlap!)
1300 hrs
internal meetings
1100 hrs
working online
500 hrs
traveling
3700 hrs
worth of work
My Overview in 2015
9. “We have a certain limited amount
of productive years on this planet.”
20 years
20 years
20 years
education
making money
giving it away
10. I started my first company when I was 14.
Messed it up, learned a lot and started over.
I’m 29 and have been working for 15 years now.
11. Distribution of my Online Time
1 420 hrs online in 2015
Communication
Entertainment
Business
Social Networking
Design
30 %
21 %
11 %
9 %
7 %
12. ... and I try to make as productive as possible
Communication
Entertainment
Business
Social Networking
Design
13. My business relies on perfect communication.
I make sure to have inbox zero.
COMMUNICATION
14. Managing 800 Pesky Emails a Day
DELETE “SPAM” FIRST
Delete all the emails that are clearly irrelevant straight away.
USE FILTERS
I’ve built my own set of filters, identifying urgency,
responsibilities and ownership etc.
PRIORITIZE
I always handle the external messages first. The client goes first.
SET THE RULES
If someone is CC’s you in an irrelevant email,
remind them not to do that.
COMMUNICATION
15. Using Productivity Tools
I use email extensively, but it’s only one of the channels I use for communication.
Plain text in general does not always convey the enthusiasm or urgency.
This is why I think internal social networks and social messaging
platforms are going to replace email.
COMMUNICATION
Wunderlist Podio Slack
16. Social Networks is another great channel
for communication.
But don’t get too carried away. Focus.
SOCIAL NETWORKS
17. How to Manage Your Social
Find 5 minutes every 2 - 3 hours to check for updates.
Turn off all notifications. They just keep you from working.
If you have an important announcement to make,
dedicate more than 30 minutes
Don’t mistake social messaging for social networking.
I believe social messaging and internal social networking
are key - and it will eventually replace email.
SOCIAL NETWORKS
19. Design a Productive Meeting
Agenda: focus on the goal.
Always try to give more than you take.
Make sure next steps are clear.
Do an immediate follow-up.
I think of every meeting is a time investment. Make sure you invest it effectively.
The best live by this: I had a meeting with a CEO of one of the largest
advertising companies in the world and as I was writing the follow-up,
he beat me to it just 46 minutes after the meeting.
MEETINGS
20. There are some activities
you can combine.
ACTIVITY COMBO
21. My Favorite Activity Combos
TV Shows & Workouts Driving & Phone Calls
Flight Time & Emails Walking & Emails
ACTIVITY COMBO
22. Find a great Executive Assistant.
Someone you can trust!
EXECUTIVE ASSISTANT
23. Give your EA full access to your email account
and calendar, and allow them to send emails and other
messages on your behalf.
Set the rules very carefully
(e.g. emails must be approved before they’re sent).
Make sure your EA has your back. (If you are in a meeting,
your EA has to be able to reply urgent things).
Stellar EA Workflow
EXECUTIVE ASSISTANT
25. Flying 1 000 000 km in 5 years...
...taught me to squeeze maximum
work into
my schedule. This means I try to
do as much work when I am away
from my family as possible
and leaves me more time
to spend with my dear ones
when I am back.
BUSINESS TRAVEL
26. Travel Scheduling Tips
Prioritize. First take the meetings you really
want and need – for those, move your schedule around.
International travel time is a problem – if you live in Europe,
try and make trips to East Coast, West Coast,
and maybe Mexico City in one go.
BUSINESS TRAVEL
27. Sometimes, it can feel exhausting.
So find time for relax & creativity!
CREATIVITY
28. Time for Creativity!
Planes and conferences work great for me. Inspirational talks
do too, but they don’t give the same kick and vibe.
When at home, leave the office by 6 PM at the latest.
Be with your family and friends, and start working again
after the kids go to bed. It will help clear your head, and more
ideas will come in the 8PM+ work session.
CREATIVITY
29. I love TV shows but watching those would take up to much of my time.
So I watched all the TV shows last year at double play speed.
In the end I watched around 600 hours worth of content,
saving 300 hours = 28 productive 12 hour work days.
Need an Extra Month while Having Fun?
CREATIVITY
30. Work-life balance is challenging at times.
Having a supporting family and co-workers
is crucial.
TAKEAWAY