Category Archives: business

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How I use Google Chrome custom search engines for quick access

I move as much as I can of what I know to the Web so that other people can use what I share. Added benefit: I can find things quickly! I use custom search engine shortcuts to help me quickly look up stuff. For example, I frequently refer to blog posts. I can type “b search terms” into my Chrome address bar to search my blog. Neat, huh? Here are the search engines I’ve defined.

Blog b https://www.google.ca/search?q=site%3Asachachua.com+%s
Blog category bc http://sachachua.com/blog/category/%s
Blog tag bt http://sachachua.com/blog/tag/%s
Flickr – mine f http://www.flickr.com/search/?w=65214961@N00&q=%s
Flickr tag ft ~http://flickr.com/photos/sachac/tags/%25s
Google Drive d https://drive.google.com/a/sachachua.com/#search/%s
Google Calendar c https://www.google.com/calendar/render?q=TERM
GMail m https://mail.google.com/mail/u/0/?pli=1#search/%s
Google Contacts p https://www.google.com/contacts/?q=%s
Trello t https://trello.com/search?q=%s

Here’s how you can define your own search engines:

  1. Click on the menu button.
  2. Choose Settings > Manage Search Engines.
  3. Scroll to the bottom of the Other search engines list.
  4. Add your own, one at a time.

%s will be replaced by the search terms from the command line.

Super handy!

Try setting up search engines for yourself. It takes a few minutes to set up one, and it makes searching so much easier.

Rethinking my time categories: the blurring of business and discretionary activities

I track my time with medium-level categories (not detailed enough that I’m tracking individual tasks, but not so high level that it’s hard to make sense of the data). From time to time, I notice categories drift, or they stop fitting. Consulting is definitely business, but does working on Emacs really belong there? Why is coding classified under business but writing is classified as discretionary time? Most of my categories still make sense a year or two later, but some of them could use more thinking about.

What is business, anyway? I suppose it can include anything related to the earning of money, including support such as paperwork or delegation. Packaging (by which I mean creating e-books and other resources) is part of business, since I earn a small income from that (and pay taxes on it, too!). So is responding to e-mail. Technically, Emacs is related to money, because people have actually booked and paid me for help sessions online (http://sachachua.com/help). I consider programming-related activities to be part of maintaining my technical skills and network. In that sense, coding, web development, system administration, and other geek things are business-related. I distinguish between sketchnoting for client engagements and drawing on my own. Many of my drawings are more along the lines of personal or business planning. Perhaps I should track more under those categories now that I’ve established drawing as a way of thinking, and shift to using “Business – Drawing” when I’m specifically working on illustrations or improving skills.

Discretionary time includes the stuff I do just for fun and the things I learn about just because (Latin and Morse, for example). Probably the only weird thing in here is that I classify writing as discretionary time. It’s fun. Coding is fun too. Coding is more obviously valued, though, so I guess that’s why I consider it business time. And also, if I classify writing as coding time, I’ll tip over way too often into the “working too many hours a week” zone, when I’m not really doing so.

Maybe a better approach is to classify coding, drawing, and other fun things as discretionary time instead, even if they occasionally result in money. Benefit: I get to celebrate having more discretionary time and a lighter workload. (Yeah, it’s all mental anyway…)

Or maybe I need to take a step back and ask myself what kinds of questions I want to be able to answer with my categorical data.

In general, I want to make sure I don’t spend too much time working, because I want to force myself to work on my own projects. That’s why I track the time spent consulting, doing paperwork, and connecting with people (including responding to e-mail). I usually keep a close eye on my Business – Earn subcategory, since that’s the one that can creep up on me unawares. That’s fine with my current categories.

I also want to look for patterns in time use. How does spending more time on one activity (and less time on other activities) influence what I do and how I feel? How bursty am I when it comes to different discretionary projects? As long as I’m tracking at the subcategory level, it doesn’t really matter what the root category is.

Hmm. Since I’m not actually using the distinction between discretionary and business for reports or visualizations that nudge my behaviour, I can probably leave my categories alone if I remind myself that those ones have fuzzy boundaries. It would matter more if I wanted to set goals for investing X hours a week on business things (or, conversely, spending Y hours on discretionary non-business related things, which is oddly harder). Since I don’t care about that at the moment, I’m fine. Also, it’s easy enough to reassign the parent categories, so I still leave the door open for analyses at a later date.

As long as I can keep things clear enough in my head so that I feel confident that I can explain to any auditors that yes, my  business expenses make sense, I should be fine. I feel a little weird about not having a proper business plan for lots of things I’m working on. I mean, I can write them (or draw business model canvasses, more likely), but I prefer this pay-what-you-want model. Oh, hey, there’s an assumption there that I can dig into. People can (and do!) build metrics around freemium or pay-what-you-want models. Maybe I can figure out how to approach this in a business-like-but-still-generous way.

What would a more business-y way look like? I would float an idea to see if it’s useful. Then I would make stuff (and sometimes I’d make it anyway, just because). I might actually track conversions, and try things out, and reach out to people and communities. I’d publish little guides and videos, and maybe add a tip jar for smaller pieces of content so that people can “vote” for things they like more.

All things to do in due course. In the meantime, knowing that the path is there means I can leave all of this stuff still filed under the Business category, because it is. Even if it’s fun. Writing still feels more discretionary than business-y (even posts like this, for example), so I’ll leave that where it is. So no change, but I understand things better.

Do you track your time and have fuzzy boundaries between categories? How do you deal with it?

 

 

Reflecting on goal factoring and akrasia

Following up on sketching my goals: I’ve been thinking a bit more about goal factoring. What do I want to be able to do with an overview of my projects and goals?

  • I want to make regular progress towards important goals, especially since I tend to move from topic to topic.
  • I want to translate abstract goals into measurable projects, and I want to translate those projects into actions.
  • I want to brainstorm alternative approaches that may get me to my goals faster, cheaper, or more effectively.
  • I want to see which actions or projects can support multiple goals.
  • I want to prioritize my projects and goals, putting things on the backburner as needed.
2014-03-24 How do I want to keep track of my goals #goal-factoring #planning #org

2014-03-24 How do I want to keep track of my goals #goal-factoring #planning #org

One of the benefits of writing down my goals is that I can look at the gap between plans and reality. An e-mail conversation with Daniel Reeves (Beeminder and the awesomely geeky Messy Matters) pointed me to the concept of akrasia, which is when you act against your better judgment (Wikipedia: akrasia; LessWrong: akrasia). In general, this happens because we value the present much more than the future. Short-term gains are more compelling than future ones. Immediate pains matter more than far-off sacrifices.

I haven’t thought a lot about akrasia yet. If I can understand the concept and identify my akratic actions, then I can change my systems or try other tactics to live better.

2014-03-26 Reflections on akrasia - acting against my better judgment #rationality

2014-03-26 Reflections on akrasia – acting against my better judgment #rationality

  • Sleeping: I could probably get away with sleeping less. That said, it’s good (and uncommon) to get plenty of sleep, so this might not be too bad. I averaged about 8.9 hours a night over the past year. If I manage to tweak this to get, say, 0.5 hours more core time per day, that would be amazing. On the other hand, I could be the sort of person who really does need that much time, and it’s still within the normal range. We’ll see how sleep works out with my changing routines.
  • Reading fanfiction during my commute when I could be reading nonfiction, learning Morse code, writing, or listening to podcasts… Actually, I’ve been doing more Morse code lately, so maybe this is not an issue. And I should probably have more mental downtime anyway.
  • Being glued to my phone: On a related note, W- has teased me about my being occasionally glued to my phone. (It’s funny when I’m trying to tidy up or make the bed one-handed.) This is more of an awareness issue.
  • Not doing enough strength/flexibility/endurance: Biking helps me with lower-body strength, but my arms are weak. If I don’t exercise to maintain my flexibility, I’ll lose it over time. I have plenty of energy throughout the day, although I suppose it’s good to build that up so that I have even more energy for bigger tasks. If I determine that mornings are the best time to exercise, then my lack of exercise is a combination of my desire to spend that time reading or writing (even though I already do this to the point of possible diminishing returns) and my dislike of how it initially feels to exercise.
  • Socializing: I often don’t feel like going out, although I conceptually know that connecting with people is a good thing. I suspect it’s because I feel more connected with people around ideas instead of history or circumstance, and connecting to people over the Internet tends to more reliably result in good conversations like that compared to going to events or get-togethers in person.
  • Crossing my legs: This is an awareness thing. I just have to notice it, and then I can gradually untrain myself. If I’m seated correctly, I’m fine. I tend to cross when I need a higher, slanted surface to draw on. More observations – maybe stochastic?

There are lots of other possibly akratic actions in my life. These came to mind first when I thought about things that I often do and that I can change when I pay attention to them. Still, looking at this set… I don’t have a strong desire to eliminate akrasia while the suboptimal results aren’t major hindrances. I’m fine with having a little slack in my life. Even when my actions diverge from my stated goals, I still learn a lot.

That’s an interesting meta-thing to explore, though. Am I too comfortable? I’ve experimenting with moving away from carrot-and-stick approaches to personal productivity (or taskmaster and slave) and more towards appreciative inquiry (let’s observe what’s working well, and do more of that). Most people want to become more machine-like in their productivity, reliably following their plans. The contrarian in me is curious about alternatives. I don’t know that life would be better if I worked with more focus or commitment. I know that it would be different, and there’s a possibility that following the butterflies of my curiosity also creates value.

So let’s say that akrasia (or at least how I understand it so far) tends to be effectively addressed with self-imposed deadlines, commitment devices, constrained environments, and so on. Writers sign up for NaNoWriMo. Entrepreneurs bet each other that they’ll complete their tasks. Dieters remove junk food from their cupboards. These constraints support progress (by adding enough incentive to get people started or to convert downtime into productive time) or prevent backsliding (by removing temptations and distractions).

What are the trade-offs I make for not using these tools against akrasia? Are there ways I can turn weaknesses into strengths for those approaches?

Commitment devices are good for keeping you focused. If I let myself follow my interests, then I don’t get to take advantage of momentum or compounding results. However, my habit of sharing along the way means that people can get value even from intermediate steps. Cross-pollination is valuable, too. On my personal blog, it’s probably a good idea to have variety instead of focus, so that people can find what they’re interested in.

Commitment devices are good for preventing backsliding. When you make undesired actions more costly (ex: eating junk food), you make desired actions cheaper in comparison (ex: nibbling on carrots). If I don’t tinker with incentives that way, then I’ll be more influenced by short-term effects rather than long-term effects. I am generally future-oriented anyway (ex: retirement savings, batch cooking) and I have fun connecting actions with long-term plans, so the disadvantages may be somewhat mitigated. I don’t have a sense of urgency around this, either. Perhaps I need to exaggerate long-term costs in order to make this more compelling.

Things to think about…

Have you reflected on akrasia? Can you share your insights?

Figuring out a fair price for outsourcing work

How can you figure out a fair budget for delegating work? If you set your budget too low, you might get frustrated by lack of response or by the kinds of results you get. If you set your budget too high, you might waste effort and talent. I can’t give you a price sheet. Besides, your needs will evolve over time. However, I can share some of the things I’ve been learning about budgeting for outsourcing or checking if people’s times are reasonable.

If you’re working with hourly assistance, you can ask people to track their times for specific tasks so that you can get a sense of how much something costs. You can also give a time limit and ask them to send you what they have at the end of that time. This will help you get a sense of their speed and the cost of the task. If you’re working with fixed-cost services, you can translate things back into hourly estimates and compare that with your own experience. Pick one system of measurement so that you can compare your chioces.

2014-03-24 Determining a fair price for outsourced work #delegation #outsourcing

2014-03-24 Determining a fair price for outsourced work #delegation #outsourcing

Instead of trying to nail down a single price, try to figure out a range that you’re comfortable with. You can start by looking for flat-rate fees from companies or people who post fixed prices online. For example, Transcript Diva lists transcript rates and timelines for some of their competitors as well. For general tasks, services like Fiverr and Fancy Hands help establish a range of $5-15 for common tasks.

Another way to establish a limit for what you’re willing to spend is to consider how long it takes you to do things yourself, and what else you would do with that time. Adjust based on people’s experience. Beginners will take longer to do things than you will, while experienced people may do this just as fast as you can. Specialists who have invested in tools or training may do things even faster. Sometimes it makes sense to delegate a task to someone who isn’t the optimal choice in terms of speed or cost, if they’re more integrated with the way you work or if you want to help them grow. (Sketch: delegation and task efficiency; blog post)

Then experiment. Try delegating a small task to a lower-cost service to see if that will meet your needs. Try delegating a similar task to a premium service to see if it’s worth the price. Try a mid-range service.

Think about the value you can get from the different types of results you have. If a service is expensive but it leads to a lot more income, it may be worth it.

Think of when you’d prefer to do things yourself, too. For example, even though it’s easy to find inexpensive data entry assistance, I prefer to automate straightforward tasks because I get to learn more about automation along the way.

As you delegate, think about what was worth it, and adjust accordingly. Make your experiments a little bit bigger as you get used to the idea. Find your sweet spot, and then keep experimenting. Good luck!

Visual book review: Conscious Millionaire: Grow your business by making a difference (JV Crum III)

I don’t sketchnote every book I read or receive, but sometimes it’s good to take some time to think about a book even if I don’t agree with everything in it.

2014-03-26 Book - Conscious Millionaire - JV Crum III

2014-03-26 Book – Conscious Millionaire – JV Crum III

This sketch (like practically everything else on my blog) is available under the Creative Commons Attribution License, so feel free to download, share, remix or reuse it. =)

From the title (“Conscious” and “Millionaire,” oh dear), to the name-dropping of quantum physics as a way of justifying a “Law of Attraction,” to the membership site that will be $97/month ($9.97/month if you sign up early), this book clearly belongs to a genre of books I tend to avoid. Those kinds of books are great for a lot of people who need inspiration and push. I’m happy for them. Me, I prefer my business advice delivered with a different approach. But I agree with many things in this book, and I’m looking forward to going through the reflection exercises in depth.

I like how Conscious Millionaire focuses on building a business for profit and purpose. I’ve been thinking about this because of my experiment with semi-retirement. People want to pay me for things like sketchnotes, book notes, visual coaching, consulting, programming, writing, sharing, illustration… It would be easy to say yes, but that often distracts me from the things I want to explore. One way I compromise is through buying back all the time that I spend earning. My experiments with delegation are paying off. In many cases, these systems let me do more than I could do on my own. And in the rest of my discretionary time, I really like this casual, minimal-commitment, flow-based life. I work on whatever I want to whenever I want to, and I still get stuff done.

My expenses are covered by savings and investments, and I live generally unambitious sort of life. Or a differently-ambitious one, at least–I wanted freedom, so I got it. I actively avoid the hedonic treadmill of consumption. I’m not particularly interested in business for the sake of earning more. I am, however, interested in building systems for leverage so that I can make the world a little better. I think of building businesses as taking the kinds of results that people want from me and packaging the processes so that other people can benefit: customers, team members, other stakeholders, and so on. That would be worth spending time on.

So that’s what I’m getting out of this book: thinking about building businesses like those would be like, visualizing larger scales, and moving towards those visions with conscious, focused actions.

Before I dig into those reflections, there’s a section in here about people who don’t charge enough for their services. I want to explore that a little further.

Unfortunately, some amazingly talented and good-hearted people erroneously think they should not charge when they use their passion, purpose, and strengths to help others. … It results from thinking or believing that it is wrong to charge money whenever your actions express your purpose.

I have no qualms about charging high rates for my consulting. For everything else–especially things that can scale up over years, like books–I like using a free/pay-what-you-want strategy. It always pleasantly boggles me when people happily pay $15 for something they could get for free. Don’t worry, it’s all part of my evil plan. Mwahahaha. It means ideas spread and tribes grow. I figure that if people like all the free awesomeness, we can harness that good karma for something. In the meantime, I’m learning a lot from people in the process of sharing, and I love the feeling of interacting based on abundance instead of transactions.

Besides, the bottleneck for my scaling up isn’t time, or even money. If I earned a hundred times as much from online publishing, or scaled up my consulting to have a higher rate or more hours, what would change? I would probably delegate more so that I could help more people create opportunities for themselves. I can already do that with what I have. So I think the real bottleneck is understanding: learning more about what people need, learning more about what I want to share. You can’t throw money at that bottleneck. You can only get through by paying attention.

And that, I guess, is why Conscious Millionare might be worth reading. It’s peppered with lots of reflection topics and practical advice. If the community and the coaching takes off, that might be worthwhile as a way to compare notes with other people. Like all self-help books, you gotta get out and push. The one-page summary I put together (see the top of this post) might be handy for remembering key points, but you’ll get even further if you do the work. I’m looking forward to starting with those three-year visualizations, and then we’ll see where this goes from there. If you pick this up, tell me what you think too.

Disclaimer: I received a review copy from the author, who is an actual millionaire from things that are not books about how to become a millionaire. He started with a trucking company, so that’s a point in his favour.

Thinking about how virtual assistants can help me with learning and writing

I’ve been challenging my assumptions about what I have to do myself and what could be better with help. It would be a waste of time and talent to limit virtual assistants to just data entry or transcription. People can do so much, and they can learn even more.

2014-02-26 Thinking about delegation and projects

2014-02-26 Thinking about delegation and projects

Writing is one of those tricky tasks. I can’t stand generic link-building, keyword-stuffing articles. You know, the ones bashed out by SEO robots or humans doing a reasonable simulation thereof. Hasty writers hodgepodge snippets from various places. They may change words just enough to avoid plagiarism, but how can they add anything to the conversation? They don’t have the experience you have. They can’t tell the stories you can. They have a surface understanding of your field.

Still, I’m curious. Can I outsource part of my writing without feeling like I’m breaking the promises of my blog? Can I use people’s strengths instead of bumping into the weaknesses of outsourcing?

I have a personal blog, not a corporate one. I have no problems filling every day with things I’m learning. People find my writing readable. I don’t need help… but maybe I can learn how to make the most of it anyway.

For example, I’ve started making myself delegate web research tasks. This is tough. I keep thinking, “It’ll take me five to fifteen minutes to do this research myself.” I read at a blistering speed, and the research process helps me reformulate questions. It’s faster. I don’t have to wait.

But it turns out that delegating research means I have to be clear about what I’m looking for and how important it is to me. I can learn from other people’s search keywords and summaries. And each little bit of knowledge leaves its traces on two people: the assistant and me. Before, I was the only one who learned from any research I didn’t capture as blog posts. With delegation, the two of us learn, and the summary becomes something I can share.

Example web research tasks:

So web research is one thing that might be worth delegating, even if I think I can do it faster myself.

What about drafting and writing? One of the challenges of writing is empathizing with people who are new. When I write while I’m learning, this is easy. I struggle with the same things people struggle with. But what about the things that people ask me about, the things that I already take for granted? This is where other people’s questions and words can help.

I’ve assigned people to write about a topic I’ve outlined or sketched. I like the way that my outline becomes something both recognizable and different. Here are a couple of examples:

I really like the way people go beyond what I might think of doing or asking on my own. For example, this Trello tutorial is funnier than I probably would have made, and I like it.

What’s beyond that? Maybe more conversation. Speaking can be faster than writing. I struggle with speaking because it feels so unstructured. I’m not used to dictation yet. Maybe I’ll grow into that, in time.

I’ve been practising through interviews and transcripts, but not a lot of people host shows. Maybe I can ask my assistants to interview me about topics. That way, we’ll get a recording out of it as well (for people who prefer to listen or watch). They may ask follow-up questions that I wouldn’t have come up with.

Writing through other people also helps me learn more about my individual style. When I edit their work and give them feedback, I get a better sense of how I say or organize things. Maybe the differences will inspire me to pick up tips from them, too.

$20-30 seems a lot for a blog post that I can write myself, especially if I also invest time to outline and revise it. Still, I’m intrigued by the possibilities of learning from other people’s perspectives. I like the way that I can assign topics of mutual interest, so that both my assistant and I grow through writing. It’s worth exploring.

What would wild success look like? During this delegation experiment, I think it would be great to get to the point where I can make a list of questions I’m curious about. Assistants dig into those questions further. They interview me and other people along the way. I review their drafts, experiment with the ideas, and enrich the drafts with stories and results. We all learn.

I think some of the promises of my blog are: I will post things that I care about. I hope some of them will be useful for you. I won’t clutter your feed reader or inbox with bland, impersonal articles that you could find everywhere else. I won’t resort to clickbait headlines. I’ll share what I’m learning.

Maybe delegation is compatible with those promises. We’ll see. Here are two posts I’ve written with some help:

What do you think? Can there be an authentic way of blogging with other people’s help?