Secrets to productivity, work life balance and success

Written by Matt Heinz
www.heinzmarketing.com
SECRETS TO
PRODUCTIVITY,
WORK/LIFE BALANCE
AND SUCCESS

S E C R E T S T O P R O D U C T I V I T Y, W O R K / L I F E B A L A N C E A N D S U C C E S S
My wife called it “productivity porn,” and now it appears to
have stuck.
Last year, I started writing a regular column for Geekwire.com
focused on workplace and professional productivity. When I
shared the story of how the term “productivity porn” came to
be (see the first article in this guide for an explanation), the
name stuck.
Other than that title, I promise it’s all safe reading, and worth
checking out to get tips on work/life balance, avoiding
procrastination, going paperless and more. The following
pages include several columns from the series as well as addi-
tional productivity best practice articles from the Pipeline blog.
An Introduction To Productivity Porn:
How To Be Lazy, Productive And
Successful
Seven Tips To Make Yourself More
Efficient Right Now
Seven Ways To Achieve
Work/Life Balance
Seven Tricks For Beating
Procrastination
Seven Steps To Going Paperless
How To Achieve “Inbox Zero” In 60
Minutes Or Less
Eliminating Meetings: Eight Ways To
Tackle The Biggest Time-Waster In
Your Business
Nine Productive Things To Do During
A Flight Delay
David Allen: “The Three Reasons
You’re Floundering”
The Three-Second Rule For Email
Inbox Management
Twelve Time Wasters That Will Kill
Your Startup’s Productivity
How To Keep Your Big Company From
Acting Like A Start-up
New Year’s Resolutions: Eleven Ways
To Increase Productivity And Success
CONTENTS
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SECRETS TO PRODUCTIVITY, WORK/LIFE
BALANCE AND SUCCESS
Written by Matt Heinz
SECRETS TO PRODUCTIVITY, WORK/LIFE
BALANCE AND SUCCESS
Matt Heinz
President, Heinz Marketing, Inc.
matt@heinzmarketing.com

2
Some of the most successful and productive
people I know are lazy. They’ll tell you so. David
Allen, author of Getting Things Done and the
godfather of productivity. Lazy. He will tell you
this at the beginning of his seminar.
Seth Godin, who writes daily blog posts and has
published four hundred books and continues to
launch new businesses. Lazy. He said so in a talk
he gave in Seattle last year.
There’s a theme and a lesson here. You can be
highly productive and very successful—but also
lazy. The trick, of course, is to make better use of
your time. Work smarter, not harder.
A few years ago I started spending a lot more
time learning about productivity—how it works,
how to make it work for me, and how to
constantly make my own productivity system
better. My wife, affectionately, started referring
to my collection of regular productivity reading
as “Productivity Porn.”
Over my next several pieces, I’ll dive deeper into
how you can put the lessons behind Productivity
Porn to work in your own life (professional and
personal). I’ll save you the time I’ve spent
reading and digesting the myriad options and
perspectives out there, and instead summarize
and outline the specific tactics and best
practices that work to help busy professionals,
start-up founders and others get far more done
in less time.
If you occasionally feel out of control, are unable
to focus or prioritize, lack the work/life balance
you want, or notice that you’re often too tactical
vs. strategic, these tips are for you.
To start, here are eight specific best practices
that, together, form many of the core tenets of
what Productivity Porn tries to teach and enable
for its followers.
1. Do The Opposite Of What The Lizard Brain
Tells You To Do
Seth’s right, we all have a lizard brain telling us
what to do. It’s what makes us procrastinate,
keeps us from shipping, and leads us away from
taking risks or having courage to do something
new. Seth told a crowd in Seattle last year that
the secret to his success has been simply to do
the opposite of what his lizard brain would prefer
that he do. Not bad advice.
2. Delegate And Outsource
No matter your role or level or experience, you
shouldn’t be doing everything that’s on your
plate. There are things you should delegate to
AN INTRODUCTION TO PRODUCTIVITY PORN: HOW TO BE LAZY,
PRODUCTIVE AND SUCCESSFUL

3
others on your team, or outsource to someone
who’s better suited to do it. Some activities
should be delegated because they’ll get done
better by someone else. Other tasks can be done
faster or cheaper elsewhere. But be crisp about
what your time is best spent doing, and what
would be easier/faster/better to do elsewhere
(for a fraction of your time to instruct and/or
manage).
3. Do Less (But Choose Wisely)
Cut at least 33 percent of the work from your
current plate. Would you really miss it? Would it
really impact your performance, your company’s
performance, or your customer’s overall
satisfaction? I’m not talking about short-term
conversations or loss. It’s critical to triage what
you have on your plate against what will have
long-term, lasting and scalable impact.
4. Say “No” More Often (Or, Stop Volunteering So
Much)
Type-A people and start-up junkies want to lead.
They want to own things. They’re more likely to
say “yes” to a new project, or volunteer for
something new. Dial that back a bit. The
potentially awkward and uncomfortable moment
in which you need to decline a new opportunity
will save you hours or days of time down the
road.
5. Network
The more people you know, the more likely you’ll
find people you can turn to when you need help,
or for something that can help both of you. It
doesn’t work if you’re merely adding volume to
your network and follower lists. But if you
genuinely and consistently add new qualified
people to your network, the chances that they’ll
be able to help you sooner or later increases
exponentially.
6. Listen, Watch And Learn More
The next time you’re in a meeting, shut up.
Spend more time listening to others, asking for
their feedback, watching what’s going on. In too
many meetings, people compete for attention.
They talk over each other. They fight to see who
can say the smart thing first. It’s a losing
proposition for everyone. The more you listen,
the more likely someone in the meeting will stop
the conversation and ask what you think. At that
point, all eyes are on you. In less time, and after
listening to the preceding debate, your feedback
will more likely be thoughtful, better received,
and could drive the output of the meeting more
frequently.
7. Have Other People Read For You
I could spend all day reading the various sources
of content (print, online, Web, email, blog,
video, etc.) that I subscribe to. My favorite
sources of content are those where others have
already done far more reading, and have filtered
the best content up to me. Read less but learn
more.

4
8. Stop Working So Many Nights And Weekends
The amount of work you have will consume the
time you give it. And if you cut yourself off at 6
p.m. on weekdays and on Friday night, it forces
you to be more focused and productive during
your active work hours. You know that you’re
checking ESPN headlines or Facebook or
other non-work stuff during the workday. What
if you cut some of that out and forced yourself
to focus (and focus on the shorter list of work we
identified above)? You’ll get more done, in less
time, and feel better about refreshing nights and
weekends.
The benefits of all this, of course, is not just
greater efficiency and productivity but also a
positive impact on your own clarity and sanity.
Next time, we’ll dive into some specific, tactical
best practices to dip your toe into the
Productivity Porn water.

5
You’re busy and don’t have time to read a lengthy
intro (especially in a piece about productivity). So
let’s get right to it. Plenty of productivity gurus
recommend an entire, complicated system to get
yourself organized and working optimally. First,
however, give yourself an immediate boost in
productivity by adopting one or several of the
tactics below. Starting tomorrow, they can help
you get more time back and get more done every
day.
1. Get Up 30 Minutes Earlier
Would it really be that hard to get up 30 minutes
earlier? This may not be your most productive
awake time, but an extra 30 minutes (when the
rest of the house is still sleeping) could be used
for reading, exercise, whatever you want. This
alone gives you an extra 3.5 hours a week, and
that’s a lot of time. Plus, I bet that extra 30
minutes makes you feel more ahead of the day
and in charge of what’s ahead.
2. Do Your Most Important 1–2 Tasks/Projects
FIRST Every Day (Before Email And Voicemail)
At the beginning of each day, you already know
what one or two things are most important to
accomplish. But most of us, before tackling those
projects, check email and voicemail and quickly
get distracted by the day’s interruptions and fire
drills. Nine times out of ten, those distractions
can wait until your most important tasks are
finished. Get them done first, and I guarantee
you’ll feel (and be) far more productive every
day.
This is more than just a prioritized list of projects
or tasks. Be explicit about the top one or two
tasks, as they’re likely far more important than
what’s farther down the list. Crossing tasks off
makes you feel good, but ignoring the top priority
isn’t going to move you forward fast enough.
3. Set A Morning “Daily Do” Reminder
There’s likely a core set of tasks you could
execute in 30 minutes or less, every day and
probably earlier in the morning, that would
accomplish a number of things quickly and help
you feel far more on top of things. They’d keep
your networking active, ensure proper follow-up
on things that happened yesterday, plus ensure
you’re completely prepared for the day ahead.
Set a daily meeting with yourself every work day,
Monday through Friday, for 30 minutes. Do it
early morning (before you get to the office) with
a cup of coffee, or begin a habit of starting your
daily office routine on your own, free of
distraction, and knock these tasks out.
The specific task list will be unique to you, but
here’s a sampling of what’s on my “daily do” list
every day:
• Check Facebook for birthdays, and wish people
a happy birthday first thing
SEVEN TIPS TO MAKE YOURSELF MORE EFFICIENT RIGHT NOW

6
• Check Klout for notifications, and give a handful
of people I know “+K” for their expertise
• Check my online spam filter (via Postini) for
anything important I may have missed
yesterday
• Check LinkedIn and Gist for other important
update across my network, and comment back
as necessary
• Scan yesterday’s schedule, and send thank you
notes (email or hand written) as necessary
• Ensure all to-dos captured yesterday have been
filed and prioritized (either today or for later)
• Confirm my priorities and to-do list for today,
and ensure I have every resource necessary to
get them done
• Confirm today’s meetings (including sending a
confirmation email if necessary)
• Prepare for today’s meetings (including any
documents I’ll need there, any homework I
needed to complete, etc.)
4. Keep Your Email Offline, All The Time
If you use Outlook in particular, right click on
the icon in the lower right-hand corner of your
screen and select “Work Offline”. This will
“freeze” the email in your inbox currently, and
queue up anything in your Outbox to sync when
you want to. This helps you focus on what’s at
hand, without getting distracted in real time by
new incoming messages. Click the send/receive
button when you want to, but otherwise stay
more focused and more productive without the
constant distractions.
5. Sort Emails Into Three Folders To Focus On
What’s Most Important, Right Now
I aggressively use Outlook’s email rules to
manage my inbox. This automates much of the
filing and sorting I’d otherwise have to do
manually, especially when Outlook can recognize
patterns and help me save certain types of emails
for quick scanning or processing later.
For example, I subscribe to several email
newsletters, but every one is automatically filed
in a “reading” folder (more on that below). I get
“watched item” alerts from eBay, which also get
filed in a separate folder. There are certain
reports I’m copied on, some of which I rarely
read but want filed away for future reference. I
have an Outlook rule that does all of this filing
for me automatically. This tool alone saves me
countless clicks and minutes every day.
For short-term processing, I typically sort the rest
of my email into three folders: Action, Waiting
For, and Reading.
Action: Anything that takes longer than two
minutes goes into the Action folder. Very, very
few of these requests need immediate response.
Putting them together in an “action” folder allows
me to tackle them later, and all at once.
Waiting For: I often send an email to a colleague
or vendor, and wait for a response. I typically
blind copy myself on these emails, and have an

7
Outlook rule set up so that these emails
automatically get sorted into a “Waiting For”
folder. This gives me a complete inventory of the
outstanding emails I’ve sent for which I haven’t
received a response. I’ll quickly scan this folder a
few times a week, deleting emails that have been
responded to, and occasionally following up with
people that haven’t yet taken action.
Reading: I get to this once a day, usually in the
morning or evening. None of it is urgent, and I
have no problem deleting an unread newsletter
if the folder is getting too large, or if more recent
emails (especially in the case of news summaries)
are piling up.
I file these folders in my Outlook folders with
an “@” symbol in front of them, so that they all
stack up at the top of my Outlook folders list. This
way they’re always in front of me for easy clicking
and viewing when I’m ready.
6. Use The Two-Minute Rule
Each time a new email arrives in your inbox, ask
yourself: “Can I respond to this in two minutes or
less?” If so, then respond right away! Don’t click
or open another message just to read it. Be
diligent and respond to the message you have
open quickly before moving on
7. Carry Idea Capture Tools With You At All Times
Mind like water, memory like a sieve. At least five
times in the past week, I’ve had an idea while
driving. Thanks to Dial2Do (and
hands-free Bluetooth if you’re reading this,
highway patrol), I quickly leave myself a message.
When I eventually check my email (where my
message has been translated and delivered), I
realized all five times that I’d already forgotten
the idea. My brain had moved onto something
else, and that thought was lost in the process.
Without the instant capture, those ideas may
have been gone forever.
The best way to allow yourself to be innovative,
to free-form new ideas, is to practice “mind like
water.” That means, basically, to let your brain
improvise. Let it go where it wants. And when
it lands on something good, write it down (or
record it), so you can stop thinking about it and
return your brain to the improvisational stage.
The trick to this, of course, is to write down or
otherwise record as many of those “random”
ideas and thoughts as possible, as soon as they
happen. That means carrying pen and paper as
often as possible. Using services such as Dial2Do
or a digital voice recorder when driving or
exercising. Or AquaNotes in the shower.
Not every idea is brilliant. Most, in, fact, are
either mundane or, on second thought, not a
priority right now anyway. But you’re not worried
about quality, just capture rate.

8
Productivity too often can become more than a
means to an end. If left unchecked, being more
productive can simply make you feel compelled
to fill additional time with more work. That’s
a fine outcome if you need to (or want to) get
more done. But balance—time away from
work—is equally important to being more
productive during work hours as well.
Successful productivity makes you more efficient
and effective with the time you choose to give
to work, so that you can choose to spend more
time with your family, on hobbies, just “vegging”
out, or simply recharging to be more effective
the next day. Below are seven specific things
you can start doing right away to take back more
time and increase your work/life balance.
1. Take Tuesday And Thursday Evenings Off
Leave the office as close to 5 p.m. as possible,
and turn everything off until the next morning.
No email, no Crackberry, no working. I
guarantee those days will be your most
productive of the week. Why? You have a dead-
line. You can’t leave things to work on or “finish
up” later in the evening. You’ll be more focused
on cleaning your plate and preparing for the next
day before you stop working for the day at 5 p.m.
2. Take A Lunch And Get To Work (But Not On
Work)
At least 2–3 times a week, break for lunch. Get
away from your desk, leave the building if
possible, and separate yourself from the day’s
immediate priorities. Walk in the sunshine, eat in
a park, but do one of two things: one option is to
have lunch by yourself, but with purpose.
Bring a specific topic you want to think about
and focus on—without interruptions, and
outside of your normal environment. Bring a
paper and pen to record your ideas as you eat.
The other option is to be more intentional about
catching up with those outside of your office,
your company or even your industry. Find people
you can lunch with and learn from. Gain from
their perspective well beyond your own, to bring
renewed energy and creativity to your own areas
of expertise and focus.
3. Schedule Time Off And Stick To It
You can’t work all the time. Even if you love it,
even if parts of your business feel like fun, you
have to step away. This includes scheduling real
vacation time. Block time well in advance, book
tickets and hotels, and get away.
Better yet, do the same thing for a 24-hour
period over the weekend (say Saturday after-
noon to Sunday afternoon). Get your spouse or
significant other to help you stay accountable to
this if you need the help. But this will force you
to be a bit more efficient during your work time
leading up to those breaks, and it will make you
more energized when you pick things back up.
SEVEN WAYS TO ACHIEVE WORK/LIFE BALANCE

9
4. Exercise And Eat Better
Make time for this, too. Sign up for a 10K a few
months from now and shame yourself into
sticking to a training plan. Bring your lunch to
work more often instead of grabbing an
expensive and greasy sandwich. Be really careful
about what you eat and drink when traveling
(and consider getting up just 30 minutes earlier
to hit the hotel gym briefly). You will feel better,
have more energy and endurance if you do these
things.
5. Find A Hobby (Ideally One That Doesn’t
Include A Screen)
I’m a truly awful woodworker. I’m the kind of guy
who will measure five times, cut once, and still
screw it up half of the time. But after sitting on
my butt in front of a computer and in meetings
most of the day (and after putting the kids to
bed), it’s really relaxing to do something with my
hands. Plus, the required focus of doing
something precise like woodworking (not to
mention trying not to cut off a finger) forces me
to stop thinking about work. Even if I just have an
hour or less, it’s time well spent.
Find what you’re excited about—gardening,
scrapbooking, bowling, whatever—and make a
point of engaging in it on a regular basis. Join a
group, get friends to participate, and otherwise
make commitments so you stick with it.
6. Prepare For Tomorrow Before You Leave The
Office Today
Dedicate 15 minutes at the end of your day to
prepare for tomorrow. Assess what was
completed today, what remains, what new
priorities may have been added to your plate,
and write a quick list of the top three to five
things that need to happen tomorrow.
Additionally designate the one most important
thing you need to accomplish, which will be what
you do first when you get in.
This frees your mind to focus on whatever you
need to that evening, without worrying about
how to make your next day (or at least the next
morning) more efficient.
7. Leave Work For Tomorrow
You can’t get everything done today, nor should
you. Take time to go home, be with your family,
watch a ballgame, get some exercise and enough
sleep. This means being comfortable with leaving
some work for another day, as well as leaving
other projects on the table indefinitely.
You can’t do everything, and you need balance—
not just for yourself and your family, but to make
tomorrow a more productive day as well.

10
We procrastinate for a variety of reasons. Fear.
Intimidation. Laziness. Distractions. All
reasonable obstacles. But if you’re prioritized
your tasks and projects correctly, the work still
needs to get done.
I’ve found that procrastination can be the
single-largest hurdle keeping individuals at all
levels from being more productive and getting
more done. It’s a silent killer, easy to justify in the
moment, until that high-potential time has
passed and you still aren’t done.
Everybody I know who has a proactive strategy
to fight procrastination still suffers from it
regularly, but there are several tricks and best
practices that can help you win the fight far more
often than you lose it. Here are seven tips to get
you started.
1. Break What You’re Doing Into Smaller Tasks
The project at hand can seem too large and
intimidating. So instead of tackling it all at once,
break it down to individual tasks. If you’re writing
a column like this, for example, start with a
brainstorm of ideas or an outline. That’s likely
the first step of the project anyway, and getting
that done gives you both progress and
momentum.
2. Use The 10-Minute Rule To Get Started
No matter how big or intimidating the task in
front of you, giving yourself a limit of just 10
minutes to get it started often feels far more
manageable and something you could get rolling
on immediately. Most of the time, you’ll get
through that 10 minutes quickly but also feel like
you’re already on a roll and will want to continue.
Sometimes all it takes is getting started to break
through the procrastination. Worst case, you
stop after 10 minutes but already, mentally, have
a far better picture of what it’ll take to finish
(which, in turn, will make future procrastination
for that specific project far less likely).
3. Put A Reward At The Finish Line
What do you get when you finish? What do you
NOT get until you finish? Make it something fun
and motivational—a coffee run, a piece of
chocolate, 15 minutes reading your favorite
blogs, something enjoyable that will further
motivate you to get off your duff and get started
already.
4. Eliminate Distractions
It’s way too easy to entertain distractions when
you’d prefer to do almost anything but the job in
front of you.
It’s hard enough not to sift through email, the
stack of papers on your desk, or click the RSS
feed tab on your browser. When it’s really time
to work, turn off as many distractions as
SEVEN TRICKS FOR BEATING PROCRASTINATION

11
possible. Close your email and your browser if
possible, close your office door or put on
headphones (even if there’s nothing coming
through them), and put your phone on forward.
Eliminate anything and everything that could be
a distraction (especially for those critical first 10
minutes you need to gain some momentum with
the project).
5. Shorten Your To-Do List
Sometimes procrastination rears its ugly head
when you have too many things to choose from.
If your to-do list is too long, that alone could
be intimidating enough to draw your attention
elsewhere. What’s the most important thing to
do on that list? What things can you explicitly put
on an “optional” list, or even just a list that can
be tackled tomorrow, so that today’s list is both
prioritized and manageable? Getting through
2–3 critical tasks is much easier than staring at
8–10 on your list.
6. Create Uninterrupted Time To Focus
Much has been written about how massively
distracting it is to start and stop projects all day.
Eliminating distractions around you will help, but
try to set up longer periods of time to focus and
execute. Brad Feld recently talked about this in
his blog, referring to one of his portfolio
company’s desire to be a “monastic startup”—
meaning they focus on giving their developers as
much long, uninterrupted time to work as
possible. When you have something important to
get done, block your calendar and give yourself
the time you need to mentally and fully engage.
7. Cancel Unimportant Commitments On Your
Calendar
I’m sure your calendar is full, but is that next
meeting really that important? Is it more
important than getting today’s most important
project or task completed? Attending optional or
less-important meetings is a form of
procrastination. Cancelling, delegating or
deferring non-critical meetings not only
eliminates this particular procrastination excuse,
but allow for more of the “monastic” time you
need to get things done.
These are all easier said than done, and (if you’re
like me) you’ll still suffer from occasional bouts of
procrastination. This article after all, was
supposed to be written yesterday.

12
I love paper. I hate paper. Independent of format,
print or digital, what I want is information at my
fingertips when I need it, wherever I am. I want
instant capture of ideas, to-do’s and notes (which
for me still requires paper) but I want that paper
to disappear as quickly as possible.
Less paper helps me focus. Less paper makes
me more efficient. Less paper is a competitive
differentiator.
This isn’t paper-free. I’m not there, and doubt
I ever will be. But I’ve eliminated at least 80
percent of paper from my life with a significant,
measurable improvement in efficiency, access
and results.
Here are the seven steps I use to make paperless
a reality in my life.
1. Use Paper First As A Capture Tool
I keep an 8.5 x11 inch pad of paper with me for
all meetings, and I put the date, topic and/or
client at the top. Throughout the meeting, I take
notes, put boxes for to-do’s, like normal. I’ll do
the same throughout the day in other situations
with index cards, torn out pages from magazines,
anything physical that can quickly summarize
and/or remind me of what was discussed and
what I need to do.
2. Process Paper Into Online Systems
The to-dos on those meeting summaries are
translated into my Outlook Task lists. Meetings
get scheduled, outsources tasks get assigned.
3. Process All Other Inbound Paper Similarly
This includes business cards, letters, bills,
anything else you get that’s paper-based.
Everything has a purpose, a next step, something
you need to do as a result. If it’s just something
you want to keep for reference later, there’s a
place for that too (keep reading). I have a
physical “inbox” at both my office and home
office to collect these physical documents and
reminders for processing.
4. Scan All Documents Into A Secure, Cloud-
Based Filing System
You can use Dropbox, box.net, SharePoint,
Google, doesn’t matter where. The key elements
are organization and access. I use an
organizational system that’s based on a
combination of function and customer/client
names. All of my meeting notes for the past
three-plus years are saved in a secure database
online—organized by topic, client and date.
These documents are, in turn, available to me
literally anywhere—at my office, on my laptop,
my iPhone and iPad. I use a Fujitsu ScanSnap
to quickly transform two-sided documents into
PDFs.
SEVEN STEPS TO GOING PAPERLESS

13
5. Online Task, Calendar And Reminder
Management
My preferred system is still Outlook. I’m familiar
with it, our Exchange server makes it available
anywhere, and it nicely integrates several
common systems I use daily (email, calendar,
tasks, contacts). There are countless tools you
can use similarly today, may for a lot less money
(i.e. RememberTheMilk, Toodledo, etc.)
6. Actively Use Mobile Apps For Further
Information Capture
Whenever I can, I capture information straight
into digital systems. I’m getting better at using
Evernote for note capture especially when
traveling—at events, conferences, and other
places where carrying just my iPad is ideal. In the
car and elsewhere I don’t have access to paper,
I’m a big fan of Dial2Do, which via speed-dial
quickly records a voice instruction and translates
that into email (where I can move it quickly into
the appropriate next-step system).
7. Ubiquitous Moleskine Notebook
During the workday, I carry this with me at all
times. It’s always in my right inside jacket
pocket, and a pen is clipped right next to it. Fast
and easy note taking and to-do recording when I
don’t want to interrupt the rhythm of a
conversation by flipping open a device. Any next
steps or to-do’s are processed using the steps
above, and “finished” pages are clipped in the
corner so I can quickly flip to the latest pages in
the notebook.
If you’ve read this far, you’re likely either
interested in trying something similar, or think
I’m a nut. Whatever you choose as your own
process (online or offline, digital or paper) clearly
isn’t going to work if it doesn’t make you
comfortable and isn’t something you can sustain
on a daily basis.

14
Whether you perpetually have hundreds if not
thousands of emails in your inbox, or you’re coming
back from a long weekend or true, “unplugged”
extended vacation, you have a problem. It’s not
realistic to declare “email bankruptcy” and start
from scratch, but the last thing you want to do is
waste your entire first day sorting through email.
That’s no way to get real work done.
Last year I came back from a short two-week
paternity break to more than 2,000 unread emails.
An hour later I was down to 12 emails in my inbox.
Don’t get me wrong, I had a ton to do and get
caught up on. But my inbox was not my to-do list.
To quickly get caught up and stay focused on what
was immediately most important the rest of the
day and week, here were my best practices for
sorting through an overwhelming inbox.
(These tips work whether you’re coming back from
a long period away or if you’ve just let your inbox
get out of control.)
Write Down The Time And Number Of Unopened
Emails
The job at hand may intimidate you, but it’s going
to be really cool to look back at where you started
from. Trust me.
Delete Everything That’s Not Important Or Urgent
This means status notifications, spam,
newsletters, Twitter alerts, etc. You don’t really
need to be caught up on each and every one of
these, especially since new ones will start flowing
later the same day. To quickly get through the
backlog of email and focus on what’s important
moving forward, it’s critical that you declare
“information bankruptcy” on the vast majority of
information you otherwise may have consumed in
the time you were away.
Sort Email By Conversations And Delete All But The
Most Recent Mail
Gmail does a great job of this for you automatically,
but Outlook makes it easy to do as well (so does
the Mac, even if you’re using Outlook). Don’t worry
about attachments you may have missed. Worst
case you can go find them in your Deleted Items
folders, but chances are you won’t need them (or
they’ve been made irrelevant by someone else’s
response or a more updated version anyway).
Separate All Emails Where You’re Only On The CC
Line And Put Them In A Separate Folder To Read
Later
Most of these you will scan and delete quickly,
eventually, but these emails don’t need your
attention right away.
If you were a priority participant or contributor, you
wouldn’t have been on the CC line. And if someone
does really need your attention on one of these,
they’ll find you directly now that they know you’re
back.
Write down the time and number of unopened
HOW TO ACHIEVE “INBOX ZERO” IN 60 MINUTES OR LESS

15
emails again. You will be amazed at how may
emails you’ve already eliminated from your inbox,
and how quickly it happened. The next few steps
will take a little more time, but this quick update
will help motivate you.
Complete, Respond To And Delete Any Email That
Takes A Minute Or Less
These might not be the more important and urgent
tasks on your list today, but you can bang through
these quickly, get them off your plate, and it’ll
not only make you feel good to get stuff done but
will take advantage of the “fog” you’ll still have
getting back into work mode. None of us are 100
percent ready to tackle our most important work
the morning after being away. Getting through the
quick, fast and easy stuff makes you immediately
productive but in a way that helps get your brain
and creative juices back in gear.
With What’s Left, Make Project And To-Do Lists For
The Next Three To Four Days
The rest of the content of your inbox is going to
take you longer to complete, but it doesn’t all have
to get done right now, or even today. Start m
aking lists of projects and tasks to complete in the
coming days, and separate those lists by deadline
or context. If it doesn’t have to get done today,
put it on tomorrow’s to-do list. You’ll likely tackle
some of those things later today anyway, but put
only the critical items on today’s list. Whether you
use Outlook Tasks, pen and paper, or something in
between, get the list organized in a way that isn’t
intimidating and isn’t in your inbox.
Congratulations! You just sorted hundreds of
emails in record time. Before you take a victory lap,
or get lost in your RSS reader, dig immediately into
your priority tasks for today. Get at least one done
before moving on.
All the work above has helped you ease back into
work, gradually start getting things of substance
off your plate. Now your plate is clear, the backlog
is gone, and you can focus on what’s most urgent
and most important.

16
You’ve heard it (or probably said it) many times
before: “I can’t wait to get out of all these
meetings so I can actually get some work done!”
Meetings are critical to most organizations, but
the vast majority of meetings you attend on a
regular basis are too long, unfocused,
unnecessary, or otherwise wasting your time.
For most of us, seeking to get more done in less
time, meetings are the single-worst time waster
and barrier to productivity in our professional
lives.
You may not be able to eliminate every meeting
on your schedule. Some are quite valuable. But
if you were to inventory the regular meetings
on your calendar, and those on your schedule
this coming week, how many do you think will
really help you get your job done? How many will
result in positive, proactive action, direction or
progress for your organization?
How many of those meetings could be reduced,
made more productive, or eliminated
altogether?
You’re not going to boil the ocean (or clear your
entire schedule) this week. But, starting with
meetings you control or influence directly, apply
the following eight best practices to make
meetings more productive, make them shorter,
or get rid of them.
1. Establish Clear Objectives And Expected
Outcomes
Why is the meeting necessary? What does
success look like at the end of the meeting?
Clearly define these objectives and outcomes,
and ensure everyone invited understands them
as well.
2. Determine The Right Format And Length
Do you really need to get together in person?
Can this meeting take place via a conference call
instead? If the business is quick, can it be done in
a stand-up environment (where attendees stand
and conduct business quickly)?
And please (please) stop using a full hour as the
default meeting time. If you truly need a few key
stakeholders together live to resolve an issue,
but it can be done quickly, schedule 15 minutes.
Understand your objectives and scope of the
discussion well enough to more accurately set
the time required. Then focus on getting it done
and get back to work!
3. Publish An Agenda In Advance
In addition to objectives, publish a clear agenda
of what’s required in the meeting. Allow
attendees to suggest edits or additions to the
ELIMINATING MEETINGS: EIGHT WAYS TO TACKLE THE BIGGEST
TIME-WASTER IN YOUR BUSINESS

17
agenda, but once you get there, stick to it! If
other ideas come up, great, but those are for
another meeting (or offline discussion between
fewer people, or email, etc., but not in this
meeting).
It’s possible that a clear objective and agenda up
front will help you realize that the meeting isn’t
necessary in the first place, that fewer people
are required, or that it needs more research or
due diligence before the group is gathered.
Many workers think an agenda takes too much
time, but in reality a well-written agenda will
render many meetings moot before they begin.
4. Clearly Identify The Right Attendees
And Their Roles
Most meetings include too many people. There
are usually a core group of attendees who do the
work, and others that mostly observe or attend
because they want to be “in the know.”
Force your meetings to require and include
fewer people. Use a good meeting summary to
communicate outcomes to those who need to
know, but don’t need to be there as it happens.
Reading a summary takes a fraction of the time,
typically, as the meeting itself.
Should one of those attendees be an
administrative assistant whose role is to write
the meeting summary and document action
items? It’s possible that this investment of their
time will save your organization many hours
of time from more senior and more expensive
resources who otherwise would have “had to be
there” to keep track of what was discussed.
5. Crisply Document Action Items And Owners,
And Follow Up
Too many meetings (even those that were
worthwhile to begin with) end without any
resolution or next steps, and attendees walk
away without a clear, across-the-board
understanding of what’s required next and who
owns what.
Someone in the room needs to be responsible
for documenting action items and owners. This
is another reason why having an administrative
assistant present may be the most important role
and investment in the meeting to maximize it’s
immediate and long-term value.
6. No Laptops Or Smartphones
If you have time to check email in the meeting,
you either don’t really need to be there or you’re
wasting everyone else’s time by not giving the
meeting your full attention.
If attendees are checking their phones, it’s a
clear sign that you’re off track, off agenda, and
no longer running an efficient meeting.
Force laptops and smartphones out of the room.
Consider requiring attendees to leave all devices

18
at their desks. Watch how much more quickly
everyone is motivated to get business done and
end the meeting!
7. Be On Time Or Don’t Participate At All
Respect each other’s time. If your organization
has too many back-to-back meetings, consider
working with your IT department to add a
natural five-minute break 55 minutes into the
hour, so that you have at least five minutes to
end the previous meeting, get to the next one,
and start on time.
Many meetings end late (therefore making the
next meeting start late) because they aren’t well
managed, don’t include clear roles or objectives,
and don’t have anyone helping to document next
steps and owners afterward. When these roles
are missing, attendees scramble at the
“end” of the meeting to ensure something of
value is recovered, which usually ends in
frustration, confusion and inconsistent
expectations among departing attendees of what
they agreed to and who’s doing what.
8. Set Criteria For And Regularly Review
“Recurring” Meeting Requests
Your calendar full of meetings is bad enough, but
I bet a significant portion of those meetings show
up again and again. The “recurring” meeting is
the single-biggest culprit of wasting your time, as
they’re too often a lazy way for an organization
to update itself on things that could be
communicated in other formats (email, memos,
wikis, etc.) or conducted as-necessary, with
fewer people, without requiring a regularly-
scheduled meeting.
These same “recurring” meetings almost always
go on far longer than they’re valuable. I
recommend ending each recurring meeting with
a quick look around the room to make sure the
next one is necessary. Cut off those recurring
meetings as soon as they lose their value.

19
Traveling is an exercise in wasted time. The
lines, the security pat-downs, and the inevitable
delays. Clearly you want your flight to leave on
time, but if you use the time right, a flight delay
can be an excellent way to catch up on work you
otherwise might not prioritize.
Do it right, and a flight delay can end up saving
you time, increasing your efficiency and
accelerating your success and results. Really!
Here are nine things I try to do during flight
delays to achieve those goals.
1. Keep A List Of Things To Brainstorm
There are always things I need to do that require
little more than my brain and something to write
on. Brainstorm topics can include an upcoming
blog post (write the outline!), the key points
for a plan you need to develop, new channels
you want to test in an upcoming marketing
campaign, new offers to throw into an existing
channel or sales effort, etc. Oftentimes, the
brainstorm is the hard work. Once you have basic
ideas down, finishing the work (or plan, or blog
post, etc.) is like running downhill.
2. Do A Brain Dump
There are lots of things in your brain that come
and go. And unless you put them into a
trusted system, you’re bound to never act on
those ideas. Some are strategic, some are
tactical, but if they’re important to you they
need to be somewhere you can reflect on and
prioritize them (now or later). Take time during
a flight delay to let your brain wander and write
down whatever comes up. Could be a new
product idea, a reminder to buy cat food when
you get home, whatever.
3. Have A Call List Ready
Which calls you do you need to return? Who
haven’t you caught up with in a long time?
Consider the time zone of whomever you’re
calling, but the list of people you could call is
extensive. A colleague with feedback on a project
or a new idea. A friend who just got a promotion.
Someone in your network you haven’t connected
with in far too long (this could be a daily list).
Have a few emails that need returned? Make a
call instead. I bet you have a far more productive,
valuable conversation and exchange than what
would have been delivered with a short email.
4. Inventory Your Bigger Projects
What are the big projects you’re focused on right
now? Are any of them stuck? Do any of them
require a next step from you, or something from
another individual or company, to keep on the
right track? I recommend having an inventory of
your current projects with you on a regular basis
(even if it’s recorded online somewhere). When
you have time (and ideally at least once a week),
NINE PRODUCTIVE THINGS TO DO DURING A FLIGHT DELAY

20
work through that list and make sure each has
a specific next step that someone owns. This is
pure GTD.
5. Prep For Or Recap Your Recent Trip
If you’re on your way out of town, make sure
you have a comprehensive inventory of your
priorities. What would success look like on the
trip home? What do you need to accomplish,
gather, execute or finalize before you step back
on a plane? If you’re on your way back home,
write up a short recap of your immediate to-do’s.
When you get home and back in the office, you’ll
immediately be busy and behind. If you write up
your to-do’s from the trip now, you’re far more
likely to get them done (and benefit from the
results).
6. Network
Email former colleagues. Write a few unsolicited
LinkedIn testimonials. Use the downtime to get
back in front of people who have helped you in
the past, whom you might be able to help today,
and who could be a partner in the future.
7. Catch Up On Email
Yes, spending time in email is OK. But I give you
one caveat—do it in offline mode only. Ignore
the temptation to import new emails that will
only distract you. Instead, get caught up on the
backlog (there’s good stuff in there!). Focus on
putting a few follow-up emails from your recent
trip in the Outbox to sync when you’re back
online. I promise this will get you working
through your inbox and priorities faster.
8. Find Some Good Podcasts
There are still a ton of great podcasts being
produced on a regular basis, on every topic
imaginable. Think of them like “listening to blog
posts,” especially if you prioritize topics you’d
otherwise want to read in a blog or newsletter or
trade magazine.
9. Call Your Mother
Or your father. Or your sister. Or your kids. Being
productive isn’t all about business. Our lives get
so crazy, it’s easy to get sucked into work and
neglect (or push to another time) the people
who matter most to us.
What do you do during a flight delay? How do
you use that time?

21
I’m a huge David Allen fan, using many of his
productivity tenets as the foundation of my
personal productivity system. I highly
recommend reading Getting Things Done at
minimum, and subscribing to his great
newsletter.
In a recent newsletter, Allen shared three
common reasons why people flounder and,
generally, fail to get work done. It was a great
write-up, and I wanted to share it here as well.
Thank you David for your ongoing, consistently
excellent advice to keep us on track and moving
forward.
There are three common reasons why most
people seem to flounder with their personal
workflow. At least part of their systems lack one
or more of three essential variables: consistent,
current, and contextually available. This was
reaffirmed for me in a coaching session I did with
a senior executive. Here’s what showed up:
Consistency
She had some phone call reminders on pieces of
paper, some in her head, some on sticky notes
stuck to the phone. Keeping the same kind of
reminders about the same kinds of to-do’s in
different media in different places is hugely
inefficient and confusing. Information or
reminder triggers of a specific type must be kept
in the same place, the same way, all the time.
Otherwise we have to make the “what do I do
with this?” decision with every such particle, and
that throws up a quick barrier to engagement.
She decided to go with simple file folders labeled
“Calls—Work” and “Calls— Personal”, as the
best way to manage those, and sanity began to
prevail.
Currency
No matter how consistent the system is, if it is
not current (i.e. completely up to date with all
items in a category) it still can’t be trusted in a
way that relieves the psyche of the job of
remembering and sorting. You’ll look at a list and
some part of you knows it’s not the whole list, so
(a) you won’t totally trust your choices and (b)
you’ll still try to use your head to keep track. And
if your brain still has that job, instead of trusting
your lists, you won’t be motivated to keep your
external system going (it will be too much work
for the value received.) You’ll feel like it’s hard
work to keep the list and will resist looking at it
anyway because you’ll know it’s only partial and
it will remind you that you’re “behind.”
Contextually Available
She had been trying to organize action
reminders by project or by topic, instead of by
where the reminder needs to be seen in order
to get it done. Project thinking and planning
need to be seen by the title or topic, because
that’s when we need to see that information
DAVID ALLEN: “THE THREE REASONS YOU’RE FLOUNDERING”

22
(when we’re meeting or thinking about it). But
reminders of the next actions required need to
be seen where those actions can occur—phone
calls when we’re at a phone; errands to do when
we’re about to go out in our car; emails to send
when we’re at our computer; etc. Information
and action reminders should always be stored in
such a way that we are likely to see them when
we need to see them, and can use or move on
the data. If you store your Next Action reminders
by what or who they’re about, every time you’re
in a place where you can do work (at a phone,
at your desk, in your car, at home) you’d have
to look through dozens of folders or files to find
reminders of all your options. And when you’re
running fast and only have a short window of
time, you won’t really check the whole
inventory and you’re likely to make choices from
latest-and-loudest instead of objective overview.

23
There are books and books written about
workplace productivity, with a significant portion
of that literature devoted to our email inboxes.
These best practices cover a variety of good
ideas—from folder structure to automated rules
to delegation and so on.
But the single most important rule you can
follow (even if you don’t do anything else, and
your inbox is overflowing on a daily basis) is the
three-second rule.
If you look at an email quickly but get
intimidated about what to do next, the
three-second rule is going to change your life.
When we don’t know what to do next, or get
intimidated about what that next step might be,
we often defer the decision until later.
Unfortunately, if you do this for dozens or
hundreds of emails a day, you’re just delaying
decisions and actions that, often, can be done in
seconds or minutes themselves.
So the three-second rule is simple. Read the
email and force yourself to spend three seconds
deciding what to do. It can be that you really
need to schedule a meeting, or you need to
make a go/no go decision, or something else
that’s simple but needed just a couple seconds
to decide. Not every email is that fast and
simple, but I bet you’ll find that a surprisingly
high volume of your emails actually are.
By forcing yourself to take those three seconds,
you’ll clean out your email very quickly, and free
your time (and your mind) focus on the issues
that need more of your devoted, uninterrupted
time.
Give it a shot today. Take some email from the
weekend, block out 15 minutes, and dig in. Let
me know how it goes.
THE THREE-SECOND RULE FOR EMAIL INBOX MANAGEMENT

24
The last thing most start-ups can afford is wasted
time. By definition you’re still trying to figure out
if you have a business, what your customers will
respond to, what strategies and tactics will scale
revenue and, eventually, lead to profitability and
some kind of exit.
But every day, we let time wasters creep into our
businesses and cause massive distractions from
the core work that will achieve our short and
long-term goals. Below are twelve of the most
common and damaging time wasters I see on a
regular basis, as well as some ideas for how to
avoid or eliminate them in your business.
1. Email
We equate “doing email” with working, which of
course is wrong 90 percent of the time. Checking
email most often means we’re looking for work,
instead of getting the core priorities in front of us
done. It feels good to respond to email quickly,
get a cleaner inbox, and get that small sense of
accomplishment. But it’s at the expense of real
work.
What if you had your email in offline mode all
the time? New messages could only come in
when you press the send/receive button.
Outbound emails would queue up in the Outbox.
Then, start checking your email far less often.
This alone will help you and your organization
get a ton more work done.
2. Meetings
Most meetings either aren’t necessary or don’t
need nearly the number of people in attendance.
Meetings are often used as a lazy way of trying to
make decisions and update others. Think about
the meetings you’ve been in over the past couple
weeks. How many could have been handled
instead via a quick phone call or someone in the
group making a recommendation and soliciting
feedback? How many meetings did you attend
where you could have instead received a short,
well-written summary afterward to stay
up to date?
Now look at your meeting schedule for the next
couple weeks. Which meetings aren’t really
necessary? Which don’t require you in
attendance? I bet you and your entire team can
get several hours of productive work time back
this way.
3. Meetings Without Objectives Or Agendas
Recurring meetings are notoriously guilty of
clogging up your team’s schedule as a means
of updating on one thing or another. Some are
very worthwhile—a weekly review of a pending
launch, for example, where there’s a set agenda
to review progress and metrics, and to discuss/
resolve challenges.
But too often, meetings are scheduled with little
more than a subject line. What are you trying to
TWELVE TIME WASTERS THAT WILL KILL YOUR STARTUP’S PRODUCTIVITY

25
accomplish? Why does everyone on the invite
list need to be there? Why do you really need an
hour for that conversation? With a clear agenda,
that hour-long meeting might be done in 15
minutes if you stay focused and make good
process. Then you, at minimum, have 45 minutes
back.
4. Laptops In Meetings
There is no clearer sign that you’re either 1) in
too many meetings, or 2) don’t really need to be
in the current meeting than if you spend most
of the time with your nose in your laptop. You’re
not getting much out of the meeting, you’re
distracting others, and you’re far less productive
with whatever you’re doing vs. staying at your
desk and focusing on the work at hand.
There are exceptions to this, of course. But most
of the time, laptops aren’t used for taking notes
or presenting data or other activity germane to
the meeting. If the meeting is important and you
need to be there, put the laptop down and keep
the meeting focused. The time you invest now
should save you and the organization far more
time long-term.
5. Multiple Monitors
If used right, multiple monitors can make you
more productive. Less time back and forth
between windows, for example, can add up to
significant time savings. But if all you’re doing is
keeping Outlook or HootSuite perennially up on
one screen, you’re likely constantly distracted
by new messages when you should actually be
doing something else.
Unless your specific job is to manage your
company’s social channels, you don’t need to
be in Twitter all day. You don’t need to respond
or retweet right away. You could spend all day
watching relevant Twitter feeds and get very little
important/urgent work done. Use those multiple
monitors judiciously.
6. Commuting
How many hours do you and your team waste
behind a wheel, sitting in traffic? This could be
time back for work, or for play. Both are
important. I could argue that the single-most
important productivity tool for your team is a
paid bus pass each month. Put them on public
transportation and the commute time is theirs
again.
Yes, taking the bus can take more overall time to
and from work. But that’s time when someone
else is driving, to use as you wish to get work
done, catch up on some reading, or even just
relax and prepare for the day ahead (or
decompress on your way home).
But if you must continue driving, use tools like
Dial2Do to at least capture the good ideas you’ll
have that otherwise would be lost to the road.

26
7. Long To-Do Lists
You don’t need more things to do. You need
fewer, more important things to do. Fewer
options, well chosen, will help you get far more
done for the business. This is a prioritization
methodology you can teach your entire team.
The biggest problem with long to-do lists is that
they actually paralyze people who can’ decide
what to do next. It also makes it far too easy to
get the quick and easy work done first, which
makes you feel good but might not really move
the ball forward. Short to-do lists—just five
important priorities and an explicit #1 priority for
the day—will actually help you get more done
and make sure the right things get done first
more consistently.
8. Preparing For Board Meetings
Have you ever added up the hours across the
organization devoted to preparing for a recent
board meeting? The countless revisions to the
slide deck, the new reports and data compiled
from and by individuals across the company, and
so on. And how much of that data and deck did
you end up actually using?
I’m willing to bet your investors didn’t intend
to spend their money paying for your team to
prepare for their meetings. I bet they also get
more value out of discussions that focus on your
challenges and obstacles vs. reviewing data that’s
more important for internal leadership teams
and perhaps individual board members to grok in
a different context.
More and more people are rethinking the board
meeting, many of them the same investors that
start-ups think they’re building those long decks
for to begin with. Worth reading a couple
perspectives here, here and here.
9. Not Firing Fast Enough
Keeping the wrong employees around will kill
your organization and productivity. Cultural
misfits will distract people. Employees who can’t
focus, or aren’t right for the task at hand, are
literally keeping someone more capable from
getting it done more quickly. And the longer you
wait to make a change, the more damage you do
to the company—in terms of productivity and
cultural integrity.
10. Executing Without Customer Input
Are you building products based in input from
a few key executives? Have you changed your
direction (strategically or tactically on a particular
project) based purely on the opinion of a board
member? Is your development team triaging
features based on anything other than customer
input?
If you don’t have a crystal-clear understanding
of your customer’s current priorities, pain points
and needs, it can be very difficult to execute
efficiently. Product and feature triage based on

27
what’s easiest to build may help you get done
faster, but may do nothing to solve the
customer’s problem. Maybe the customer
doesn’t actually need more features. Maybe they
just need their current features to work better.
Building products and services that don’t
directly map to customer needs and input can be
an enormous productivity killer for organizations.
Because if they didn’t need it, or don’t value it, it
might have just been a big waste of time.
11. Executing Without Metrics
You need to decide how you’re going to measure
something before it’s built, or before execution
begins, not after. Because if you can’t measure
its value and impact, how do you know it was
worthwhile? How do you know if you should
continue to invest? Metrics aren’t always easy,
but they’re table stakes for ensuring focus and
productivity.
12. Indecisiveness
You may not know what you’re doing. By
definition, your business is likely trying to do
something completely new so there will be
plenty of ideas and tests that don’t succeed.
Some decisions will be wrong. But the worst
thing you can do is fail to make a decision, fail
to give a project or feature or test a go or no-go
call.
Use the data in front of you to 1) decide if it’s
worth trying at all, and 2) decide how and when
you’ll give it a shot. This relates to full go-to-
market strategies as well as the smallest, tactical
tests. Indecisiveness will paralyze your
organization, especially if your employees are left
guessing which direction you want them to go.
Not every decision can be made right away. But
even putting a timeline on a decision will let the
organization focus elsewhere and not get
distracted in the gray.
This is far from a complete list. Very curious to
hear in the comments what other time-wasters
may have invaded your organization, which time
wasters continue to give you a challenge, and
what you may be doing or have done
(successfully or unsuccessfully) to eliminate
them.

28
Much has been written about why it’s important
for new businesses and start-ups to keep from
acting like big companies. But that doesn’t mean
the start-up environment is a model of efficiency
and productivity.
There are, in fact, several common start-up
characteristics that big companies should avoid
to increase their chances of success and growth.
Here are a few.
Don’t Be So Reactive
It’s easy for any business to get into fire-drill
mode, and equally easy for start-ups to justify
being reactive (they call it “nimble”) to take
advantage of market opportunities. But even
when you’re blazing a new trail, you need a plan.
You should know where you’re going to focus—
strategically, for the year, with your department,
and yourself this month, week and today. Yes,
there will still be fire drills. But know what’s
important and put your focus there.
Plan Farther Ahead
Running a business in a brand-new market isn’t
an excuse to execute without a plan. It’s also not
an excuse to plan months or just a couple
quarters ahead. Have a vision for what success
looks like 12 months from now or more, and use
that vision to guide your daily decision-making
and execution today.
Institutionalize Learning And Best Practices
You tried this trade show last year. What did you
learn? What was worthwhile and what was a
waste of time and money? It’s particularly easy
for start-ups to let institutional knowledge leak
out with role changes and turnover, or simply
because those minute best practices
were forgotten a year later. Take the time to
document what’s working, and keep them in a
centralized, well-organized place for anyone to
access later.
Avoid Being Penny Wise And Pound Foolish
I attended a meeting with a start-up once where
we spend an hour debating a $50-dollar expense
for an upcoming event. The overall budget for
the event was $10,000. Was that a good use
of an hour, with six people in the room? Or if
there’s a clear opportunity to accelerate your
goal achievement with something that wasn’t
previously budgeted, do you push for it anyway?
Be frugal and watch your pennies, at every stage
of business growth, but keep a lookout for
opportunities that may not have been planned,
but will move you forward more quickly.
Document And Leverage Processes For
Repeatable Tasks
The person responsible for executing your
webinars today? They likely won’t have that job
in two years. So when someone new steps in, will
they know how to do it just as well? Too often in
HOW TO KEEP YOUR BIG COMPANY FROM ACTING LIKE A START-UP

29
the start-up world, repeatable tasks of all sorts
are executed each time like it’s the first time,
without following a process or set of best
practices. Document the repeatable tasks and
projects so others can easily step in and make
them better moving forward.
Keep Your Best People For More Than One To
Two Years
Start-ups are notorious for high turnover rates.
But if you’ve identified your “A” players, do what
it takes to keep them. Find what motivates them
the most (cash, stock, responsibility, recognition)
and ensure you’re executing a mutually-
beneficial value exchange.

30
We have a specific, measurable set of objectives
to drive our business in the New Year, plus I’ve
developed with my wife a set of goals for our
family in 2013.
The 11 resolutions below sit somewhere in the
middle. Most are work-related, but together they
represent an effort to work smarter and more
efficiently, helping me get more done faster and
increase time for family, personal interests and
serendipitous professional opportunities.
Without further ado:
1. Read The Wall Street Journal Every Day
I set this as a goal every year, it seems, and each
year I get a little better. It has been a mistake
to try and get myself to read the Journal every
morning, as family commitments (and early
wake-ups from my one-year-old) made that
tough. But there’s no reason through the day
or after the kids go to bed I can’t get through
the paper quickly. Every day there are at least a
handful of articles that make me smarter, give
me an excuse to share something with a
prospect or partner, etc.
2. Inbox Zero
More on the full Getting Things Done (GTD)
process later, but I work hard to make my work
surfaces as clean as possible, helping me focus
on what’s most important right now. A big part of
that is about email. I still think our email largely
represents someone else’s priorities, and should
be kept offline most of the time, but there’s
no reason not to actively triage inbox content
according to a set of rules that clear it out, set a
task list for later, and move on to more important
things right now.
3. No Working On Tuesday And Thursday Nights
I actually find myself working smarter and harder
during the day Tuesdays and Thursdays when
I’ve done this in the past. I get more done these
days, in other words, meaningful work, vs. when
I let things stretch into the evening. And I really
love that extra time with my family, with personal
interests, etc. Working less doesn’t always mean
working less.
4. No Computers Or Devices In Meetings
Unless Necessary
I am so bad at this, and there are times when a
computer open during a meeting makes sense.
But that’s the minority exception to the rule.
In general, if I’m able to stare at my laptop or
smartphone during a fair portion of a meeting, I
probably shouldn’t be in the meeting in the
first place. And if I should be there, I should
focus, be more productive, and hopefully help us
get things done and out of the meeting faster.
NEW YEAR’S RESOLUTIONS: ELEVEN WAYS TO INCREASE
PRODUCTIVITY AND SUCCESS

31
5. More Phone Calls
Yes, that’s right. I want to spend more time on
the phone. Oftentimes it feels faster to shoot
someone an email, but it’s more impactful to
pick up the phone and talk to them. It can
actually be more efficient to do a real-time
back-and-forth via phone, and worst case (since
few people use the phone as much these days) it
makes a great impression.
6. More Offline Work Time
I’m writing this post with email in offline mode,
and my wifi turned off. There are still distractions
around me, but no new email notifications, no
new tweets, no instant messages. This post (and
my content marketing strategy in general) is a
priority, so if I’m going to do it right, I want to
focus on getting it done well, done quickly, and
done period so I can move onto something else.
7. Refine My “Daily Do” List
Every morning at 7:30 I have a “meeting” with
myself that’s essentially a reminder to do a
bunch of stuff daily. It has historically included
things like follow-ups from yesterday’s meetings,
confirmations and prep for today’s meetings,
skill endorsements in LinkedIn, etc. I will refine
this list for the New Year, so that it includes daily
to-do’s specific to our business goals as well as
some of my personal goals for 2013. I highly
recommend a similar daily habit for yourself.
Some of those daily to-do’s may become second
nature, but it’s great to have that daily reminder
to get it done regardless.
8. Increase Automation (Do More, But Do Less)
Most things you do on a regular basis can be
automated, or done by someone else. I still make
active use of TimeSvr, for example, to take care
of repetitive tasks on my behalf. I have Eloqua to
automatically do lead follow-up (including with
leads from SlideShare) where we used to do that
manually. This year I want to automate more of
my social following and notification tasks, plus
increase synchronization of work done remotely.
9. Better GTD Discipline
I’m a productivity porn nut, and David Allen’s
Getting Things Done (GTD) methodology is at the
core of my system. But I’ve gotten lazy. I don’t
do weekly reviews every week as I used to, my
Projects discipline has gotten sloppy, and I’m not
great at capturing everything I want to capture
on a daily basis. I’m going to re-read Getting
Things Done this month and re-up on the core
components.
10. Improve Consistency Of Execution
I highly recommend a quick read of The
Checklist Manifesto, which outlines several
instances across use cases in which checklists
have significantly increased consistency of
execution and results. I’ve been thinking a lot the
past few weeks about how this book applies
specifically to our business—both how we
operate internally as well as how we service
our customers. I’m convinced it has significant
implications for us, and expect it could have the
same for you.

32
11. Focus On Priorities First!
The late Stephen Covey taught us about the
difference between urgency and importance. You
can spend a lot of time doing urgent things, great
things, things you can justify that are smart and
good for your business. But there’s also a reason
why Verne Harnish recommends not just having
a “top five” list of priorities, but also designating
your “one of five” and getting it done FIRST. That
one thing is likely complicated, it’s likely hard, it’s
likely not the easiest or most fun thing on your
list. But it’s at the top for a reason. I’m going to
focus this year on getting that “one of five” done
first each day.
It’s easy to make New Years Resolutions and
simply add more work to your day. Most New
Years Resolutions lists add to our workload
without subtracting something else that gives us
a reasonable chance of achieving the goal.
But I think this list is largely a zero-sum on my
time. It’s clearly an increase in “asks” of myself,
but if I execute well it actually cuts time and
saves time elsewhere.

33
SECRETS TO SUCCESSFUL B2B WEBINARS
MORE ABOUT US
Heinz Marketing, Inc.
8201 164th Ave. NE, Suite 200
Redmond WA 98052
Ph. 877.291.0006
ABOUT MATT HEINZ
Matt Heinz is the Founder and President of Heinz Marketing, Inc. Matt
brings more than 15 years of marketing, business development and
sales experience from a variety of organizations, vertical industries and
company sizes. His career has focused on delivering measurable
results for his employers and clients in the way of greater sales,
revenue growth, product success and customer loyalty.
ABOUT HEINZ MARKETING
Heinz Marketing is a Seattle marketing agency focused on sales
acceleration. Heinz Marketing helps clients achieve sustained sales
success by growing revenue from existing customers and cost
effectively identifying and winning new customers.
acceleration@heinzmarketing.com
LEARN MORE ABOUT HEINZ MARKETING
Interested in learning more creative ways to make the most of
your marketing?
Request your FREE 10-minute brainstorm at
www.10minutebrainstorm.com
Check out our blog: www.heinzmarketing.com/blog
Follow Matt on Twitter: www.twitter.com/heinzmarketing

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