“Why do we fall, sir? So that we might learn to pick ourselves up.” Alfred (Batman Begins)

I was having an interesting discussion with a friend yesterday about the economic climate and the alarming rate of business closures in multiple sectors. We were sharing personal stories about how we had dealt with difficult times in our respective businesses and what things kept us plugging away even when it seemed to be the end of the road. I am sure you understand that problems are part and parcel of starting a new business or being part of a new venture. Some problems will be larger than others but you never really quite run out of them. When you solve a specific challenge in a particular segment of your business it does sometimes manifest itself in another aspect of it.

For example, suppose your business is struggling with sales generation. After brainstorming and overcoming that problem, the next challenge is often managing the inflow of new orders which the business may not be equipped to do. This forms a cycle where it is possible to continue moving forward and facing new challenges as they appear. However, it is not usually as simple as that. There are three potential stages we can go through when facing a challenge.

1. Ignore it: How many times have we been faced with a problem either of a personal nature or in a professional aspect of our life and chosen to ignore it. There have been many times that I can personally recall where we knew something was wrong with the way our business was doing a certain process yet we never changed it. Wanting a different reaction from the same action is unfortunately something that many of us find ourselves doing when we do not want to move out of our comfort zones. We pretend that our problems do not exist or are not affecting us and hope for a miraculous change. Unfortunately that usually never comes and most of the time we just end up amplifying the problems.

2. Blame somebody: This is probably the most used excuse whenever we are faced with a problem. The economy is bad, my partner cheated me, we lost our star sales person, we do not have the funds or I am not skilled enough. This is another easy way to deal with problems. We shift the blame to anyone we can, including ourselves sometimes in the face of problems we cannot pass on. This creates a detrimental and negative cycle that ends up sapping all motivation and drive we may have left in ourselves and we let our environment condition us in whatever way it deems fit. This is giving up  control in our lives by burying our head in the sand.

3, Solution: The most productive thing we can do for ourselves whenever we face a problem is to correctly identify it, document where it is stemming from, brainstorm with individuals who will be able to pinpoint pain areas and develop a set of options that can help us deal with them. As start ups, we go through some tough challenges such as getting your first big reference customer, securing funding or convincing a star player to join your team. We have to look at each of these problems with an open mind and no matter how many times we fall down, we must learn the lesson inherent in the fall, then learn to pick ourselves up again.

Most of the things discussed in this post may appear extremely obvious. I mean who wants to admit that they are actually not dealing effectively with a problem that they may have in their life. I recommend getting a piece of paper and writing down all the major problems that you may be facing in life right now whether of a personal or business nature. Next, identify how you are dealing with these problems. We are often surprised to discover that we focus so much on the fact that we have these problems, that we forget to think of  necessary solutions. In order to move forward we need to understand that problems are a natural part of life, the quality of our lives however depends primarily on how we deal with them.

“When it comes to the future, there are three kinds of people: those who let it happen, those who make it happen, and those who wonder what happened.” John M. Richardson, Jr.

As I look back at 2008 it seems a bit of a blur. Everything moved so fast I can’t believe the year has already come to an end. I can clearly remember setting up this blog exactly a year ago and posting my first entry in the early hours of 2008. A lot has happened in these last 365 days. I am really happy that I was able to keep my resolution of blogging everyday and to tell you the truth, I am quite relieved that the pressure has finally been lifted today. However, what I have gained is hopefully a lifelong habit of documenting my thoughts in writing and also sharing them with the rest of you. The act of writing down your thoughts on a regular basis has been therapeutic and a great learning exercise. A lot of things have become much clearer and more importantly my thoughts seem to be much more structured.

Looking at 2009 I have not really had the chance to sit down and think about the resolutions I want to make for 2009. My life has been a bit of a tizzy these last couple of weeks with a lot of traveling and more recently being down with a nasty bacterial infection. However, I plan to use the next couple of days to reflect and think about what I want to achieve this year. There are many new ventures I have planned for the coming year which I will be sharing with all of you in greater detail in the coming weeks. There is an e-book I want to publish this year. Lastly I want to really improve this blog in 2009 and actually convert it into a profitable one with strong growth prospects. What I need to do with the goals listed above is to convert them into SMART goals. Ones which I will be able to measure and be specific about in order to reach them.

Unlike last year I do not plan on making any one major commitment without giving it adequate thought and research. This year my resolutions are going to be well thought out and be formed on the basis of some larger goals I want to achieve in the next couple of years. Keeping the bigger picture in mind when developing your goals is essential. We need to take these small steps in order to finally reach our destination. Expecting to make huge leaps is possible, but that is associated with enormous levels of risk. One of the things that this year of blogging has taught me is that slow and steady wins the race. We need to begin our journey somewhere to be able to make a impact. I will keep all of you updated on resolutions in the next couple of days. I want to thank all my daily readers for their continued readership. I look forward to serving all of you in 2009 and if there is anything I can do to help improve your experience on my blog please let me know. Happy New Year to everyone.  I wish all of you the very best of luck and success.

“There are no mistakes or failures, only lessons.” Denis Waitley

I made a resolution on the 31st of Dec 2007 to blog every day for an entire year. Not quite knowing what I was getting myself into I started writing and have not looked back since. Through the course of the year I realized that the goal I had set for myself was very challenging and required a lot more time and effort than I had expected. Nonetheless, I thoroughly enjoyed writing on a daily basis and aim to continue blogging through 2009. Next year I do not plan to blog everyday but have added some new twists along the way to help differentiate my blog from others in my niche. Listed below are 10 lessons that I have learnt after a year of blogging. If I had read these lessons prior to starting my blogging journey I would have been more prepared for what was in store for me. I hope these lessons will help new blog writers on their journey.

Lesson #1 – Selecting a Niche: Before one starts to blog, clearly identify the target market that you want to serve. This will provide definition and boundaries for your blog and help you to be more focused and become an authority figure in that particular niche. To learn more and access some helpful links on selecting a niche please click here.

Lesson #2 – Passion: The niche that is selected must be something one is truly passionate about. If you just begin writing about something that seems to be the buzz these days, it is most likely that motivation levels will fall drastically over a short period of time. To learn more about passion and selection of your blog niche please click here.

Lesson #3 – Have a Goal: This helps put things in perspective as well giving you achievable targets. Some metrics to track progress by are, number of posts, number of blog hits, number of comments etc. Set specific goals that can be measured and tracked. By doing this simple goal setting exercise , you have a far greater chance of success. To learn more about goal setting for your blog please click here.

Lesson #4 – Commitment: If you are planning on starting your blog next year, I suggest you give serious time and thought  to evaluate how much time you can actually spare in your day to blog. How long does it take you on average to write a blog post ? What other factors will help your commitment when you do start? Lastly, make an open commitment to the blogsphere about your aspirations and goals for the year of 2009. To learn more about commitments and blogs please click here.

Lesson #5 – Providing Value: I use the NABC formula to develop most of my value propositions. It simply helps you identify the Need, Approach, Benefit and Competition. Based on these core principles you can come up with a proposition that will help generate considerable value for your target segment. To learn about this formula in greater detail and how to apply it to your blog please click here.

Lesson #6 – Importance of Reading: If you plan to write a new blog in 2009 then reading is something I highly recommend integrating into your daily schedule. This will not only increase your knowledge base it will also help you get a better command over how to write as well. One needs to be constantly aware about the changes taking place in one’s niche and what authority figures are talking about. To learn more about my daily reading schedule please click here.

Lesson #7 – Dealing with Writers Block: Writing on a regular basis is a challenging feat. One which is bound to frustrate and irritate you at times,  it is also one of the most satisfying and rewarding things to be able to integrate into one’s life. Dealing with writers block is a part of being a writer. Some of the things I use to deal with it are taking short walks, doing a brain dump exercise or even using mind maps. To learn more about the strategies I use along with some helpful links please click here.

Lesson #8 – Patience: Developing a readership and increasing your daily traffic takes a lot of hard work. Expecting to make 6 figures a year from part time blogging is wishful thinking. One needs to focus on developing great content and using it to drive traffic to your blog. The beauty of the internet is its ability for the rapid exponential growth of your blog. A blog that is growing at a monthly pace of 10% will see traffic increase steadily through the course of the year and eventually those numbers will begin to multiply. To learn more about patience and blogging please click here.

Lesson #9 – Networking: A lesson I learnt late in my blogging journey was networking effectively through the blogsphere. If I were to start a new blog in 2009 I would spend more time building a comprehensive blogroll, concentrating on cross linking from high traffic blogs, commenting regularly and using social media to develop strong relationships with authority figures in my niche. To learn more about these techniques please click here.

Lesson #10 – Having Fun: This is an essential factor if one is wanting to blog on a regular basis. If one does not enjoy writing or reading, blogging on a regular basis is going to be more of a chore rather than something to look forward to. Pick a niche that excites you and half the battle is won. For the other half I recommend you should just write,  slowly and over time the content of your blog will become better and eventually blogging will become a lot of fun. To learn more about having fun while blogging please click here.

I hope these lessons will be of some help to first time bloggers. If you have been blogging for some time and have learnt or experienced some other lessons please share them so that we can build a repository to help first time bloggers. I wish you all the very best of success in future blogging ventures.

“People rarely succeed unless they have fun in what they are doing.” Dale Carnegie

Blogging on a regular basis is hard work. I am pretty sure most of us who blog on a regular basis have days when we just do not want to even look at a blank piece of paper that we need to convert into a worthwhile post. However, after a while,  inspiration does come and one begins writing. Sometimes it really feels like magic to me when you have just get started on a single point and suddenly….. you have a post, one that you can be proud of. I don’t always think its magic! More often than not it is a mixture of passion, hard work and persistence. However the most important ingredient in all this is that we need to enjoy the process. When you have fun doing something it becomes easy to do it and you no longer need to push yourself too hard. To top it all off, a single good comment on the post makes my day and it  all worthwhile. The fact that someone out there was able to connect with what I have written is an awesome feeling.

When one starts to blog just for the sake of blogging, it saps out all the fun from the process. That is why I had mentioned passion being supremely important when selecting what one wants to blog about. In the end however it all comes to down to doing something you have fun with and enjoy doing. It’s almost a year since I first started blogging,  I don’t think I would have made it all the way here if I had not had so much fun along the way. Seeing my readership numbers steadily increase, increased number of comments and the links that I have made this year have all been an added bonus.

This lesson has a wide application through our life. We sometimes make choices and decisions that appear to be the ‘right’ one at that point of time  because society deems it to be so. It takes a lot of courage and faith in one’s own ability to go off the beaten path, specially if that is one that does not bring us the sort of excitment and joy we want. Going off the beaten track is almost always a much more challenging route to take, with a whole bunch of obstacles along the way that remind you it is not too late to turn back and get back on the accepted track. However, if you follow a path that brings you a level of excitment, joy and most importantly the satisfaction you desire, very few things should persuade you to stop doing it. I hope everyone has the strength and courage to follow their heart  and may they find great success in doing so.

“The currency of real networking is not greed but generosity.” Keith Ferrazzi

A lesson I learnt late in my blogging journey was networking effectively through the blogsphere . When I started this blog I had a tiny blog roll and did a poor job of linking it to other articles and posts. It is only recently that I have discovered how effective linking can be, not only to promote  visibility of your blog but to network with other bloggers who may be writing in the same niche as you. The fact of the matter is that the multiplier effect gets amplified definitively through the internet. A blog post can suddenly become viral, and  your blog can experience an enormous amount of traffic. Even though I have put much heavier emphasis on creating quality content for my blog since the beginning of this year, I should not have neglected the power of developing deeper relationships with authority figures in my niche to help in the expansion of this blog in year 2.

If I were to start my blogging journey again from the very beginning, I would place much greater emphasis on networking and linking . Listed below are a couple of steps I would have followed to build up my blog’s visibility through networking and linking:

1. Join twitter as soon as possible. Thanks to twitter I have built up close relationships with many bloggers since I started actively using the service a month ago. If I had put in the same amount of effort from the very beginning of this year I am pretty sure my blog’s traffic would be much higher, I would have had better relationships with  many prominent bloggers and I would hence have developed a channel through which my blog posts could become viral almost instantly.

2. The blogroll on my blog is very weak. It barely includes any of the blogs that I read on a regular basis. Developing a substantial blogroll is another factor that I would pay more attention to if I were starting this blog over again. This way I would appear on the radar of some larger blog sites and it would also help my readers to link to many relevant blogs in the same niche.

3. Commenting is a powerful strategy to bring visibility to one’s blog as well as to integrate it into conversations taking place online. Comments provide a great platform to showcase opinions and suggestions which could help attract new readers to one’s blog as well as develop closer relationships with other bloggers.

These are some straegies that I would use to build stronger networks and deeper relationships with prominent bloggers in my niche. The sooner we begin putting in that extra effort to develop these relationships the sooner we will see results of our blogging effort. If any reader has any good link to articles that discuss linking or networking through blogs I would appreciate it if you could post the links. Thanks.

“Genius is nothing but a great aptitude for patience.” George-Louis de Buffon

Instant results and gratification seem to be the mantra of my generation. It is undoubtedly and definitely nice to get things whenever one wants them. However there is usually a fair amount of work/effort that needs to be put in before you see any tangible results. Blogging works in the same way. Expecting to make 6 figures from your blogging efforts right off the bat is wishful thinking. One can use all the SEO (Search Engine Optimization) tricks out there, but the truth of the matter is, if we want to see sustainable long term results it is only going to be through pure hardwork. It sounds cliche’d as I write this, everyone knows that it takes a lot of effort to do anything of substantial value. What we tend to lose sight of along the way is the patience to hang on to what we are doing. I personally know many individuals who started blogging only to leave the habit a couple of weeks or months later. They may not have got the level of traffic they wanted or made the sort of money they were looking for.

Its quite disheartening to check your stats and see that only 3 other people on the web have read your post. All the hardwork that has been put in still does not us the results we ‘think’ we are due. Here lies the problem, our expectations  from our blog need to be tempered right from the start. If you are really serious about making money or reaching a certain traffic level for your blog then one needs to put in an adequate amount of work. If there is something I have learned over the course of the last year, it has been that making a living solely by blogging is very hard work. It is not impossible, however it requires the same level of persistence, determination and effort that any other startup venture may require.

The beauty of the internet is its ability for the rapid exponential growth of your blog. A blog that is growing at a monthly pace of 10% will see traffic increase steadily through the course of the year and eventually those numbers will begin to multiply. Therefore, focus on your content before anything else, build a group of readers that follow you on a regular basis and continue to grow your base on a steady basis. With good content, regular updating and being relatively proactive through online social mediums you will reach your goal. Just don’t lose hope half way through… success usually comes to those who have the ability to continue hanging on when everyone else has given up.

Related Posts:

- 5 Steps to Patience

“Nobody can go back and start a new beginning, but anyone can start today and make a new ending.”

Maria Robinson

At the start of this year I made a resolution to post everyday. A month into posting on a daily basis I realized that I had severely underestimated the effort and time required to post something everyday. Nonetheless I had made a commitment and since I had made it publicly there was no going back. Along the way I adopted the weekly series format which brought structure to my posts and made my job a little easier as I had to focus on coming up with content for one topic weekly. I want to thank all the readers of the blog who continuously provided me with topic ideas and requests.

Now that 2008 is coming to an end, I have decided to discontinue the series format which I had adopted for the greater part of this year. I now plan on blogging between 2-4 times a week. These will usually be about topics of interest or interesting situations as they come up. Apart from blogging, I plan on doing a minimum of 2 book reviews per month. I have got a rather large backlog of books that I need to review. If you would like me to review your book please email me and I will do my best to schedule it in. Lastly, I am toying with the idea of possibly writing a monthly or quarterly case study. This would be based on common situations entrepreneurs find themselves in.

Over the next 4 days I will be blogging on random topics to give readers a taste of what is to come in 2009. The last 10 days of this year will involve the final series of the year which will be about the ten things I have learned from blogging everyday for the past year. Lastly my blog is going to get a major design overhaul in Jan 09. I look forward to your comments and feedback.

I would appreciate if readers of this blog could send me comments or suggestions of what else they would like my blog to include next year. This will help me prioritize and cater content accordingly. Once again thank you for your continued support, I now look forward to another great year with all of you.

“Productivity is never an accident. It is always the result of a commitment to excellence, intelligent planning, and focused effort.” Paul J. Meyer

I started this week talking about co-working as it is an opportunity I am actively looking into at the moment. Given that it is a relatively new concept, many of the individuals I talk to about this have a host of questions regarding what co-working is all about, and ask why they should leave the comfort of their home offices for this. In response to these questions I have created a list of five leading reasons why one should choose to co-work over working from home or a cafe.

1. Networking Opportunities: I believe this is one of the most important reasons why anyone should choose to work at a co-working zone vis a vis working from home, a cafe or a small office. Having the ability to meet new people on a regular basis not only helps us grow as individuals, it provides us with opportunities to take our business to the next level. Networking is an integral part of every entrepreneur’s journey. Integrating it into our busy lives is however always a challenge. Working from a co-working zone makes the integration into our daily routine seamless and also increases the probability of success. To learn more about the benefits of networking from a co-working zone please click here.

2. Accelerated Serendipity: Serendipity is the accidental learning of something while searching for something completely different. As small business owners in the process of starting up or even searching for ideas on what they want to do, co-working is an excellent option to get the creative juices flowing and who knows, perhaps you could stumble onto the next big thing! The constant interaction with individuals from all walks of life provides a great sounding board and accelerates the process of finding your true calling. To learn more about accelerated serendipity please click here.

3. Increased Productivity: Individuals who have worked from home offices realize how challenging it is to be self disciplined and motivated. Co-working zones provides co-workers with a renewed sense of motivation often accelerated when everyone around them has got their head down and getting things done. Also, having others hold you accountable is another factor which motivates individuals to complete planned tasks and projects. To learn more on how to be more productive in a co-working zone please click here.

4. Operating Advantages: In the short term operating from a co-working space may seem to be an expensive option for an independent business owner. However, taking a slightly longer time frame of 6-9 months, operating benefits of a co-working space become immediately apparent. Working from such a space provides business owners the ability to project a professional image, space to increase staff and even share larger purchases. For entrepreneurs and consultants who have large aspirations and want to increase the scale of their business without incurring huge initial costs, co-working zones are an ideal solution. To learn more about the operating advantages of co-working please click here.

5. Work/Life Balance: If you are working from home you understand that the line between your work and life become gray and shadowy. Getting a balance is a critical aspect of life. Without it there are always far too many sacrifices that need to be made and that have major repercussions in the future. There is also the case of burnout, and losing interest in what you do for a living. Most importantly it is your friends and family who are most affected if your work/life balance is not correct. So whether it is through a co-working space or any other way, one should make a resolution to bring a greater degree of balance to life in 2009. To learn more on how you can balance work and life through co-working please click here.

A concern that is brought up repeatedly, is one of cost. As mentioned in reasons #4 co-working zones provide entrepreneurs the ability to scale operations as and when needed. This is in itself a huge advantage which justifies the cost of operating from such a space. Apart from that, for consultants who do not have plans to scale operations, the cost of renting space is usually the same as compared to the price of having endless cups of coffee from your local cafe on  a regular and daily basis. In addition to this, one gets access to networking opportunities, idea generation, increased productivity and help in maintaining a work/life balance. Thus if you are currently working from home or a cafe, looking into co-working spaces in 2009 may just be your best alternative.

* If you currently looking into joining a co-working space but are still unsure, I would appreciate it if you let me know your concerns and I will do my best to resolve them. By the same token, if you currently work at a co-working zone please let me know any additional reasons why individuals should choose operating from a co-working zone. Thank you.

“There is little difference in people, but that little difference makes a big difference. The little difference is attitude. The big difference is whether it is positive or negative.” W. Clement Stone

The global economy these days is not in the best of shapes. There are endless stories circulating about how the world as we know it is about to come to an end. I was at a workshop last week and someone was talking about the alarming rate at which Chinese factories were closing down. An older gentlemen who had recently set up his first business turned to me and said “Doesn’t all of this affect you as an entrepreneur?”. I explained to him how the businesses I was involved would not be directly affected and in the end it was up to me to allow such news to affect me or not. Later on I decided to write a series about the question to articulate my thoughts on the matter. Listed below are five steps that every business owner should take to re-evaluate their business during these difficult times.

1. Reality Check: A reality check comprises of taking into account the performance of each one of your businesses major components. These include, sales & marketing, operations, human resources and finances. Each division needs be re-evaluated and adjustments need to be made to cater for the changed external environment. Adjustments can include adjusting your pricing models, laying off staff who are not performing, cutting back on unnecessary perks for executives etc. The primary objective of this exercise is to break each division down and build it back up to cater to the changes. To read the adjustments that need to be made to each division in detail please click here.

2. Communication Channels: Without clear channels of communication a business is in a constant state of flux. During turbulent times communication between management, employees and investors needs to be done at regular intervals. This is vital to diffuse the anxiety, frustration and stress that everyone may be feeling due to the current state of affairs. Mechanisms need to be developed to allow management to talk regularly to their star performers, group sessions need to carried out to get everyone on the same page and most importantly, senior management needs to continuously update the team. To learn more on improving your communication channels please click here.

3. Getting an Outsider’s Perspective: When things are difficult and we are busy putting off all the small fires in the business we tend to forget the bigger picture. An outsider in the form of a mentor or a business coach can assist in making sense of things when everything is in a mess. By leveraging on their experience and rolodex, a business has the capability to dodge pitfalls and possibly make some large sales. Also, having someone from the outside affirm the direction that has been selected and the tactics  being used can greatly enhance the confidence level of a team. To learn more about the benefits of an outsider’s opinion please click here.

4. Focus: As a small business we have to realize from the very beginning that we cannot provide every service under the sun. We need to find a niche where we can develop a competitive advantage that will differentiate us from the rest. During difficult times it is paramount that we focus our resources on our core product/services to achieve optimal results. During these times we cannot afford to experiment and lose sight of our regular clients. All efforts need to be geared to ensure that we provide as much value as possible to our existing clientele. To read more about the importance of focus please click here.

5. Positive Outlook: Our attitude towards the changes taking place externally or internally will decide how we navigate our way through these difficult times. We have a choice of either allowing the negativity to get to us and plague the workplace, or to put a positive spin on things. It is critical that the leader’s attitude be one of positivity and optimism. His/Her attitude is very important to the business as a whole and is used as a gauge by everyone else. To read more about the importance of having a positive outlook please click here.

The primary objective of the steps outlined above is to get everyone to think about their business and how the changes in the external or internal environment are going to affect them. I have relied heavily on these steps to help me navigate through difficult times. On the surface they appear to be relatively straightforward, however, I find that when we are down, our thought processes do not function optimally. Negativity seems to penetrate our thoughts and obvious answers elude us. I hope these steps will help you get started on your journey through the tough times ahead. I look forward to your comments and feedback.

“A pessimist sees the difficulty in every opportunity; an optimist sees the opportunity in every difficulty.” Winston Churchill

When I selected this step I thought to myself, it is such a ‘cliche’ to tell people to remain positive during tough times. It is something which is repeated day in and day out and is, common sense. When things look bad hope for the best and things should get better. Sure, now tell that to someone who lost a fortune in the recent stock market crash or someone who was forced to shut his/her business down. When someone is hit with such a harsh blow and someone comes up to them and tells them everything is going to be alright, one can understand the frustration that he/she may feel with such a comment. Due to this reason I think it is necessary to provide enough space and time to digest what has happened. It is only through reflection that we can understand what went wrong and what we should avoid in the future. At this moment though, we have a choice to make. We could either remain depressed and frustrated or pick ourselves up and get back into the ring.

Along this journey, as entrepreneurs we are bound to fall many times. Some falls will hurt a lot more than others. However we need to learn to pick ourselves up and keep going. When you start your own business there is no longer just yourself to worry about. There will be partners, employees and possibly investors. Our attitude, whether we are the leader or someone who works at the business is very important. As a leader everyone looks up to you to determine how things are going. If we have a negative outlook our attitude would be a direct reflection of our mental state. This will in turn spread negativity through the organization and essentially bring it to a standstill. Therefore, it is essential that correct vibes are dessimated from the top down. It is also equally important to talk to your partners and employees during this difficult period and see if there is any way you could help them out if needed.

As mentioned in the first post of this series, our attitude towards the challenge will decide how we deal with it. Without a positive outlook our problems appear bigger than they are, things move a lot slower and people generally are a lot of less productive. Therefore it is critical that we ensure that our organization deals with the challenge in a healthy manner by talking things through, evaluating their current standing and then selecting the path to reach end goals.

“The difference between a smart man and a wise man is that a smart man knows what to say, a wise man knows whether or not to say it.” Frank M. Garafola

Will the business survive this downturn? Will I be able to hang on to my job?  Common questions on the mind of all business owners and employees alike in these difficult times. It is only natural to have an heightened level of anxiety during stressful periods. However, if we were to hold all of that stress within ourselves and not have an outlet to release it, things could become ugly very fast. People begin to talk, rumors about layoffs begin to circulate, productivity levels fall, anxiety increases and just about any call from senior management begins to imply that you are about to be fired. All of this can be dealt with reasonably through effective communication. Senior management needs to provide all stakeholders with a clear and candid message about the health of the business and where it is headed. If a culture of candor has not been created in the organization this can lead to uncomfortable and awkward situations. Such an environment needs to be created.

Listed below are some ways to communicate effectively during such periods:

1. One on one sessions: Ensure that you have individual sessions with key players on the team, assess their current needs and answer any concerns they may have. I have found this to be a most effective strategy as it gives the person concerned a platform and ability to speak his mind, at the same time enjoy privacy about his concerns.

2. Group information sessions: Individuals who are responsible for broader functions like operations, marketing, finance and human resources should give talks on how the current situation is likely to impact the business and strategies that can be used to get through this period. Once again this provides the ability for individuals to get an idea of the company from different angles and provides valuable feedback.

3. Layoffs: Firing people is never easy and is something I really do not like doing at all (I don’t think anyone really enjoys it). However, when it needs to be done it should be done swiftly and as soon as possible. Delaying the inevitable is not a smart strategy and only compounds the problem.

4. Updates from senior management: I usually send companies I am involved with updates after every quarter. When times get tough I increase the updates to a monthly or even bi-weekly schedule depending on the situation. This keeps everyone focused on what is important and on the same page.

Depending on the structure of your business I recommend doing whatever is necessary to ensure that everyone is able to bring their concerns forward. Whether it is through group meetings, online forums or one on one sessions. Mechanisms need to be in place so that communication is made feasible as easily as possible. Failure to do so will further deteriorate the business and one could end up losing a lot of key players.

“One reason so few of us achieve what we truly want is that we never direct our focus; we never concentrate our power. Most people dabble their way through life, never deciding to master anything in particular.” Anthony Robbins

During boom periods we tend to spread ourselves thinly over too many projects. This places a great strain on the business and dilutes the focus away from core business units. When times get tough I like to sit down with the team and map out priorities. What has been working? What has not been working? What do we want to achieve? When do we want to achieve it by? and, How will we achieve it? These are some questions I use to start up discussions and get everyone involved in the future direction of the business. As a small business we have to realize from the very get go that we cannot be everything to everyone. We have to pick our spots wisely and make sure we can cater to that one segment really well.

In the past I have made the mistake of drifting away from core business units one to many a time. It may be due to the fact that settling into a routine is something I do not like particularly. I need something different or exciting to be happening. Well after a couple of years as an entrepreneur I can attest to the fact if you keep changing the color of your business whenever you get ‘bored’ very little progress is going to be made. When you look at small businesses which succeed there is always a laser like focus on doing something much better than anyone else doing it. Also there is constant improvement on the product/service. One service which comes to mind is 37signals. They have a bunch of productivity apps which I highly recommend such as Highrise and Basecamp. 37signals has developed for itself a highly profitable niche. It keeps its products as simple as possible and has managed to amass a legion of fans.

Whether a business is experiencing a huge upturn or is stuck in a downward spiral, it is essential they maintain focus on what they set out to do. Select your niche carefully, build a product or deliver a service that brings value to your customers and do not lose sight of your end goals. The future of your business could depend on it.

“You will find men who want to be carried on the shoulders of others, who think that the world owes them a living. They don’t seem to see that we must all lift together and pull together.” Henry Ford

I started this series with a question posed by a reader  asking  why some teams succeed and others don’t. When I began structuring my thoughts and getting advice from more experienced entrepreneurs, the same issues kept coming up in one form or other. The core message behind all of them was the same, to get the team to work right, certain factors need to be in place along with hardwork and persistence. We have all been in teams where team cohesion is problematic, it is always an extremely frustrating experience. Hence first off, selection of team members/partners is an extremely important aspect, one that needs to be given a great deal of attention. Call it co-incidence, my post on 8 characteristics of an ideal business partner is the most visited post on this blog. However, even after you have reviewed your prospect partners using the 8 step process, there is still a likelihood of things not working out. Listed below are 5 things to look out for to measure the health of your team:

1. Mismanagement of Competing Interests: When a team comprises of many ’star’ performers they are bound to have multiple offers on the table. When these offers begin to interfere with their performance and their  commitment to the project at hand, problems begin to arise. If these are left unmanaged they will slowly set seeds of mistrust and suspicion in other team members, this has a destabilizing impact on the entire team. It is important that these competing interests are brought to the table and are not used to leverage a team member’s position or interfere with their commitment. To read more about managing competing interests please click here.

2. Lack of Candor: The ability to communicate effectively is one of the core reasons why some teams succeed and others do not. When a team is unable to communicate their thoughts, suggestions or feedback openly, tensions arise. Being candid is every team members responsibility to themselves and to the rest of the team. This is not always the easiest path to take and many a time one will need to step out of their comfort zone to say it as it is. However when all is said and done, it is the things which are left unsaid that destroy a team from within. Set up systems where everyone is given the opportunity to speak freely and easily. To learn more about the importance of candor please click here.

3. Lack of Trust: In any relationship trust is a must, without it there is no team. In my opinion there are degrees of trust which need to be developed within a team. Expecting your team members to have 100% trust in you and your abilities from the get go is wishful thinking. Trust needs to be earned. The ability to trust someone depends on their shared core values, self confidence and risk tolerance. Mismatches in these components will result in a slow build up of trust. Low trust teams are very fragile and the slightest of hiccups can have severe ramifications. To learn more on how to build trust please click here.

4. Lack of Accountability: When team members talk more than they actually do, problems are bound to arise. Without clear objectives on what each team member is responsible for a culture for execution cannot be formed. Without such a culture certain team members may ride on the coat tails of others just to get by. Every team member must be held accountable for what he/she has been given responsibility. Inability to meet commitments, needs to be reviewed and appropriate action taken. To learn more on the importance of accountability and how to create it please click here.

5. Consistent Poor Results: If a team is consistently unable to reach targets and goals, the team and entire business model needs to be looked into. Many teams linger on even when results are clearly not being produced. This puts an enormous strain on the team and eventually leads to unpleasant defections and confrontations. This issue must be dealt with as soon as possible and strategies and tactics revised. If the team is unable to produce the results it needs, it is best to figure out how and where the team should  go from there. To learn more about how to deal with consistent poor results please click here.

The points listed above are I believe leading factors why some teams fail. One of the factors that I have not included in this series is a lack of good leadership. This is an issue that I think needs to be tackled in a separate series. Also, unlike the problems listed above this issue does not have any easy answer which says follow steps 1, 2 and 3 to help overcome the issue. Good leadership is a rare commodity. It all goes back to team selection and who is chosen to be the leader. If there is a problem at the initial selection stage then the team has a lot more to be worried about. The issues highlighted in this post are in the context where even though the team and team leader were correctly selected, the team still fails. I hope to get your comments and feedback on this series.

Related Posts:

- 8 Characteristics of Ideal Business Partners

“It’s not what you know but who you know that makes the difference.” Anonymous

As an entrepreneur, networking has been an essential part of my journey and growth. However, even if you are not an entrepreneur, networking is something each one of us should be doing at some level. Networking provides us with the opportunity to reach out to individuals from all walks of life with whom we share similar passions or interests. We also meet individuals with whom we have very little in common. Either way, through this interaction we grow as individuals and start to see the world from a multi-faceted view point, rather than just our own. To some of us networking and conversing with strangers is easier than it is for others. However we must all make an effort to put ourselves out there and see what develops. Listed below are a couple of tips which have helped me become a more effective networker:

1. First Impressions: These are formed quickly, we need therefore to be vigilant about how we present ourself, and our attitude and overall body language. When meeting individuals for the first time, take an active interest in what they do, see if there is potentially anything you could do to assist them. It is important that we do not come across as pushy or just wanting to get the other person’s name card and move on. Will we always get the right impression across? Probably not, however, we have to do all we can to make sure that the signals we are sending are well aligned with the impression we want to create. To learn more about creating the right first impression please click here.

2. Business Cards: These are a vital component of effective networking. They have the ability to form a link between two strangers and potentially help that link grow into a mutually beneficial relationship. One needs to pay a lot of attention to the design of business cards and make sure that all the information is legible and well presented. Always carry an ample stock of your business cards and give them out liberally. When exchanging business cards, if required, ask politely for potential referrals. Lastly, business cards are essential, if you are not associated with any company, have personal name cards printed for yourself. To learn more about the importance of business cards please click here.

3. Following Up: This is a critical aspect of effective networking. Exchanging business cards is only the creation of link, it is our responsibility to convert that link into something greater. Three tips for following up more effectively include the 48 hour rule, which is essentially making sure that you follow up with a contact within the specified period to keep the link alive. Secondly, make it a point to follow up in context to the conversation that you had with the individual. Lastly, periodically follow up with individuals on your contact list whom you have had limited contact. To learn about each tip in greater detail please click here.

4. Building Online Networks: Online business networking is skyrocketing these days. With a plethora of websites being added almost daily, one is able to connect to just about anyone from around the world. Three ways to plug into the world on online networking is, joining Linkedin a leading professional networking site, creating a twitter account to connect with people in your niche and lastly, begin blogging to get the attention of your target audience. It is essential for today’s entrepreneurs to be plugged into the online networking cloud. To learn more about each of the services outlined above please click here.

5. Building Offline Networks: I believe developing a strong offline network is just as important as building an online one. Through these activities one is able to connect with a host of individuals around a common point of interest. It also helps bring balance to our busy lives, specially since more often than not our professional lives seem to completely take over. Join groups and events related to the business that you are in, or join social work projects that may be of interest to you or a group to play sports or social games together. These activities help increase your business networks as well as help you grow personally as an individual. To learn more on how to develop offline networks please click here.

Networking effectively, takes a lot of patience and time. We have to work on developing our networks every day by reaching out to people we have connections with as well as adding new connections. There is a need to add value to the people whom you know for those actions to be reciprocated. I would really like to get to know the readers of my blog and find ways we can help each other grow. You can find links to connect with me below.

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- 5 Steps to Better Conversations

“More business decisions occur over lunch and dinner than at any other time, yet no MBA courses are given on the subject.” Peter Drucker

I discussed online networks in some detail yesterday. Today I will cover the importance of developing offline networks. These networks require us to put ourselves out there to find opportunities through which we can grow professionally as well as personally. When I mean offline networks, I am not restricting them to only business mixers or rotary functions. To me, offline networking involves a host of shared activities with individuals who share the same passions and interests as I do. I believe developing a strong offline network is just as important as building an online one. Through these activities one is able to connect with a host of individuals around a common point of interest. It also helps bring balance to our busy lives, specially since more often than not our professional lives seem to completely take over. Some segments to look into to develop offline networks are listed below:

1. Business: Having set up one of the largest network of entrepreneurs in Far East Asia, I have witnessed first hand how effective joining an entrepreneurial club or society can be. The ability and opportunity to actually meet a host of people enables one to create stronger connections a lot faster than developing them online. I recommend entrepreneurs look into entrepreneurial clubs and societies as I believe they can be a most beneficial. Other than this,  keep a look out for networking events in your industry where you have the opportunity to meet a host of different individuals. I was introduced to most of my mentors through such events.

2. Social Work: If there is a cause which is close to your heart or an organization you think is doing great work, I recommend joining them to see if there is anything you can do to assist them. The entire aspect of social entrepreneurship is an area in which many individuals are doing excellent work to ensure a better tomorrow. Joining such efforts adds breadth to your network and opens up avenues usually unavailable through traditional routes.

3. Sports & Games: Before my ventures completely absorbed me I used to be a regular cycling enthusiast. Along with a friend, I set up the cycling club at my university and we would cycle regularly over the weekends. It was great to get outdoors and get some exercise, it also helped clear the mind and once again meet some very interesting people. I learned a lot about team work, perseverance and even leadership through this activity. If not a sport, there are a host of other activities such as chess, bridge or poker where one can both network and have a good time.

Developing offline networks is an important aspect of the overall development of one’s personality. Even though at times it feels that there are just too many things to do, don’t let these activities take a backseat, find time for them. I feel having strong offline networks is specially important in Asia since there is greater emphasis on meeting face to face. Thus for an entrepreneur in this region, a balance needs to be formed between online and offline networking activities.

]]> http://usmansheikh.wordpress.com/2008/11/02/business-networking-online/ Sun, 02 Nov 2008 23:26:48 +0000 Usman Sheikh http://usmansheikh.wordpress.com/2008/11/02/business-networking-online/

“During the past year, the total North American audience of social networkers has grown 9 percent compared to a much larger 25 percent growth for the world at large. The Middle East-Africa region (up 66 percent), Europe (up 35 percent), and Latin America (up 33 percent) have each grown at well-above average rates.” Comscore

Online business networking is skyrocketing these days. With a plethora of destinations being added almost daily, one is able to connect to just about anyone from around the world. For someone new to online networking it can be a bit intimidating. With all these tools out there, deciding which one to select and build upon can be a tricky decision. Prior to 2008 I used to rely a lot more on offline networks than online ones. This was primarily because I miscalculated the effectiveness of online networks. Ever since I started blogging earlier this year my eyes have truly been opened in discovering the true potential of online networks. Through these networks I have made some great friends, been introduced to some amazing companies, have been referred business and been able to raise funding for some of my projects. Listed below are some of the tools I use:

1. LinkedIn: This is the web’s leading professional networking destination and it is witnessing tremendous growth. I use linkedin primarily to do reference searches due to the nature of my work and have started using it to develop leads for business development. I have even started using it to identify talent to facilitate the recruitment process. I strongly recommend entrepreneurs to join this network as I believe it can greatly facilitate the development of your business. If you would like to connect with me on Linkedin please click on the link found below.

2. Twitter: This is a micro blogging tool which facilitates short communications between individuals, a group of people or the public as a whole. Essentially twitter users, post short messages detailing information in reference to their line of work or life generally. These messages can either be public or private. Other users are given permission to follow the updates of specific individuals, so as to be constantly updated about their activities. As I write this, it seems like a pretty silly concept and that is what I thought at first. However since becoming a more active user I have seen how these updates can be a source of great information, at the same time it gives you potential access to people whom you normally would not br accesing. I suggest joining it and seeing whether it is something which appeals to you or not. With its explosive growth these days, twitter is quickly becoming the destination to be online. To follow me on twitter please click on the badge below.

3. Blogging: When I started this blog I was unaware of how I could use it as a networking tool. However as time went by I was contacted by a host of very interesting individuals from all walks of life. Over the course of these last ten months of blogging I have made a host of close friends through blogging and actively reading other blogs in the same niche. In the world we live in today, blogging is very quickly becoming an instrumental tool through which one can attract like minded individuals. This can be a great source to find potential partners, employees, investors and even mentors. To begin blogging I recommend selecting a niche and then writing relatively regularly to build a following.

The deal with all of the tools I have listed above is that for them to create opportunities we need to work very hard to constantly build upon them. An empty linkedin profile will not attract anyone, twitter without relevant and interesting updates will not create any meaningful interaction and a blog which is not regularly updated will not become a hub of activity. We have to make a commitment to build our profile online, this is not something which is developed overnight. Like the real world one needs to build a reputation which is trusted and eventually become an authority who is constantly being referred to. I would really like to connect with the readers of this blog and see how we can assist each other in either a professional or personal capacity.

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“Success comes from taking the initiative and following up… persisting…What simple action could you take today to produce a new momentum toward success in your life?” Anthony Robbins

In my previous post I spoke about the power of the business card. The truth of the matter is a business card  essentially gives you the ability to get the business card of another individual. There is much however that needs to translate this exchange and convert this link into a source of business or referrals for your business or yourself. I have known many power networkers who have a great ability to work an entire room and possibly get everyone’s business card. However most of them usually spend very little time with the person to find out more about them, and following up becomes a challenging task. When networking take time to find out more about the person. Be it their goals, aspirations, business or just  whatever they are willing to talk about and something you can bring when following up with them. This helps creates a better first impression and a stronger bond to assist in following up with the person.

Listed below are a couple of tips I hope can improve your follow up process:

1. 48 Hour Rule: Whenever I meet someone for the first time and we exchange information, I make sure that I follow it up with an email or call within 48 hours. If I do not send it out within this time frame, chances are that I will forget about the individual and reconnecting later is much more challenging compared to when both sides still remember the occasion they met at. I usually send an email to the individual as soon as I enter it into my personal database.

2. Context: It is important that whenever you are following up with a new contact that there is a specific context. If I shoot off an email which simply said “It was great meeting at the networking event, lets keep in touch.” chances are slim this person would be more than just another name in your rolodex. During the event or right after the event right a small note on either the name card or on your phone regarding the individual and something specific which you spoke about which you can follow up regarding. This adds a lot more weight to your email and increases the chances of possibly getting some business or referrals from the individual.

3. Rolodex Dipping: I got this tip from Christine Comaford and it has really improved my ability to leverage my network more effectively. Rolodex dipping is simply the act of randomly picking up someone from your Rolodex which you may not have contacted for a while and re-connect with them. It could be an informal email or call where I inquire about them or their business. I do this activity 3 times a week and it has kept my connection to long lost clients, partners, colleagues and friends alive. I would highly recommend integrating this activity in your weekly schedule.

Following up is a critical aspect of effective networking. Through these activities I have been able to sustain and grow my personal and professional networks while maintaining a strong foundation. It is only through the process of consistent following up can we convert a contact into someone a lot more valuable. Even though this is a very simple and straight forward process many people have not developed the discipline to methodically follow-up, this impact’s their business development activities .

“The way of the world is meeting people through other people.” Robert Kerrigan

Business cards are a vital component of effective networking. They have the ability to form a link between two strangers and potentially grow that link into a mutually beneficial relationship. The first time I really needed a business card was at one of my first networking sessions in college. Being relatively new to the networking scene at that point, I wondered how so many students were going about exchanging name cards. Eventually I got a hold of some them and was surprised at the information presented on these small bits of paper. They ranged from mini size resumes, information regarding student organizations they were part of, and more traditional name cards with information about their organizations. It was at this time a close friend of mine and I set up Synaptic Creations, my first company, in which I started out assisting students design and print name cards on an affordable basis on campus.

Coming back to the importance of business cards. There are a few tips and etiquettes I have picked up over the years, they have helped me during networking, I am sharing them with everyone:

1. Design: It is important that one chooses the paper, design and font carefully for business cards. One’s business card is an advertisement for the product/services you provide. It is important to maximize the space you have on the card and at the same time not to make it too cluttered. Choosing a very small text to display contact information should be avoided. If needed use both sides of the business card to convey your message.

2. Ready Stock: As an entrepreneur we should always be equipped with an ample number of name cards at all times. This applies especially for networking sessions, a place we are bound to pass out many name cards. Countless times I have spoken to individuals at networking sessions who apologize for not having name cards, or hoard them to give to the “right people”. This sends wrong signals  and should be avoided at all costs.

3. Presenting: In Asia name cards are presented and received with two hands. This is a sign of respect and the best part about such an exchange is that it provides an opportunity to look at the name card closely. Either way even if name cards are exchanged with one hand, we should take the time to look at the other persons card carefully as a sign of respect as also to see if there is anything of interest we could discuss further with them. One needs to make people feel important so that they share the same attitude towards you.

4. Referrals: Whenever you exchange name cards with someone who may not be in your line of work or industry, but has shown an interest in what you do, make it a point to ask politely for referrals. It is important to emphasise the politeness aspect. I have across many individuals who just go on and on badgering for referrals. This usually makes the other person feel uncomfortable and forces them to close up as they infer one is only wanting to take advantage of their network. Depending on the situation choose an appropriate manner and time on how to bring up the discussion.

Exchanging business cards is just the beginning of the relationship. It is as important to follow up with the individual and add their name to a rolodex or online depository. For management of my name cards I use a service called Highrise. It is a simple and neat tool which allows me to easily add data and provides access to my network from just about anywhere through my phone. It is hence essential to have a methodical way of managing one’s name cards.

“You never get a second chance to make a first impression” W. Triesthof 

A couple of years ago, two individuals from my university came to my partner and I for initial seed funding for a project they wanted to start. It was in the service industry, in a sector which was growing relatively fast. The first meeting involved the pitch, which was well done. However,  during the Q&A session when we  actually started interacting with each other, I felt something was off. Being relatively new to seed funding at the time, I got convinced with the figures and disregarded the seeds of doubt which I had. As it turned out my first impressions were right, I learned a very important lesson, at a cost. The purpose of the story was to show just how important first impressions are, whether you are networking, pitching to an investor or securing a customer. When meeting someone for the first time, a couple of things I always looking out for are listed below:

1. Attitude: There are some people who start off talking about themselves, and just do not let the other person into the conversation. Their primary and total objective is to figure out how to get something out of networking with you. This approach is short sighted, and often results in the inability to make an actual connection. The better attitude is to make the other person the focus of the conversation. See if you can possibly assist them in any possible way through your network. This attitude will in turn create a wealth of opportunities for you and will continue to do so over time. It is therefore essential to constantly assess the signals you are giving out and the manner in which they come across to the other person.

2. Listening: There will often be people who whilst engaged in a conversation with you, will not really be there. They are constantly distracted with what is happening around them, have a tendency to suddenly change subjects, and generally give out vibes that they really do not care. When I notice someone acting this way, red flags go up instantly, and making an extra effort to push any sort of working relationship forward is greatly decreased. We also have to be constantly aware of whether we are actively listening ourselves. To learn more about active listening please click here to read more about it.

3. Appearance: The way an individual dresses and carries his/her self says a lot about them. It is always better to be over dressed than to be under dressed for an occasion. Find out what the appropriate attire for the occasion is before going. My grandfather used to tell me that there was much learn to lot about a person from his hair, nails and shoes. Even though times and attire has drastically changed since his days, the advice still holds true today.

Since first impressions are formed quickly, one has to remain vigilant about how to present oneself, one’s attitude and overall body language. It is much more challenging to change initial impressions, it is hence essential to do all we can to ensure we get it right the first time. Will we always get the right impression across? Probably not, however, we have to do all we can to make sure that the signals we are sending are well aligned with the impression we want to create.

]]> http://usmansheikh.wordpress.com/2008/10/29/do-you-network/ Wed, 29 Oct 2008 07:58:05 +0000 Usman Sheikh http://usmansheikh.wordpress.com/2008/10/29/do-you-network/

“I like to define networking as cultivating mutually beneficial, give-and-take, win-win relationships… The end result may be to develop a large and diverse group of people who will gladly and continually refer a lot of business to us, while we do the same for them.” Bob Burg

Effective networking is often the difference between the success or failure of a business. As entrepreneurs, if we wait for someone to come buy or check out our products or services, we will not gain much traction. We have to continuously put ourselves out there, and find people who could benefit through our product/service or who could benefit us. The important aspect here is, there needs to be a mutually beneficial exchange. If we remain self centric and just talk about “me,me,me”, building long lasting relationships is going to be very challenging.

As stated in some of my earlier blogs, networking was and still is to an extent, something I am not completely comfortable with. This is quite common for a lot of individuals who are relatively introverted, and do better in smaller groups or on a one to one basis. Many books have been written about how to be better networkers, somehow I always felt they slowed me down instead of accelerating the process. What I have learnt the hard way is, there is absolutely no replacement for experience. We have to continuously place ourselves outside our comfort zone and make an effort. I think the tipping point for me was during a sales training course I was participating in. The group was instructed to go and collect as many business cards from strangers in 30 minutes. To make it difficult it was 8pm at night, and people were tired and hurrying back home. Eventually I gathered up the courage to go up to some people and make my case.

I got a lot of nasty comments and rude looks, but eventually, I found some people who cooperated. Ever since that day my whole mindset towards networking has changed. I have begun to truly understand how critical networking is and how the benefits far outweigh the awkwardness one may have to face doing it. During the course of this week I will be covering five factors, which I believe have made me a more effective networker. These have greatly helped me in both my personal and professional life.

“Contemplation often makes life miserable.  We should act more, think less, and stop watching ourselves live.” Nicolas de Chamfort

Every passing day signifies 24 hours of our life, which we will not be able to get back. Very often, days pass by so quickly that they turn into weeks, months and years before we know it. We often complain about the day not having enough hours, and yet, we tend to lose precious moments every day. It is only when we look back and think of what could have been, do we realize how vital it is to use the time we have to the best of our ability. I do not believe in regrets and beating myself up for what could have been. What upsets me however, is seeing myself waste time. It can be procrastination, day dreaming or the fact that I was overwhelmed with everything that needed to be done. Either way, I know I will not be able to get that time back. When searching for ways to organize my life and use time wisely, I found the GTD system, which has introduced accountability as part of my days. Listed below are 5 steps to use, and implement a system to get things done.

1. Collection: This begins with picking up pieces of our lives scattered all over the place. This includes cluttered desks, messy drawers, loose papers, over flowing inboxes and over loaded thoughts. We have to begin by collecting all these “open loops” and putting them into a system where we can process each and everyone of them. It requires much discipline and hard work to get all this stuff into one place initially. The key is to have a system in place which allows us to record these open loops as and when they are created. This takes a huge load of one’s mind, and allows it to focus, rather than be confused with all the happenings in your head. To learn more about how to get started on the collection step, please click here.

2. Processing: After step one, there will be much information to be processed. This means we need to go through each item and open loop, sort out which needs to be acted upon, those that need to be archived, and most importantly, those that need to be trashed. We have to make a conscious effort to minimize the number of items our system will hold as much as possible. Items which require 2 minutes or less of action, must be acted upon instantly, and those loops closed. For example, the expense sheet that needs your signature, sign it now, and send it to the required person. To learn more about how to process all your items please click here.

3. Organizing: Once we have the information after processing, it needs to be organized in a manner to enable us to refer to it, as and when needed. This means each item needs to be allocated specific buckets to slot into. These buckets can be projects or reference topics, in which to organize all the necessary items under one file. For example if you are launching a new corporate website, all the items and thoughts for that project need to be filed together. It is important to label all these action items with contexts that allow you to focus on them when required. Examples of contexts are “Phone Calls”, “Emails”, “Errands” etc. This way you can batch certain activities together. To learn more about how to organize your data please click here.

4. Reviewing: This is a critical step which refreshes your mind of commitments, and closes loops on projects taking up more time than they should. I use three reviewing cycles which are a daily, weekly and monthly review. In these review cycles, I ensure that my daily schedule is structured to maximize my time. Weekly reviews give me a higher level view of everything accomplished during the course of the week, and the progress made. Lastly, the monthly view provides me a snapshot of the larger picture. Without these constant reminders it is easy to get side tracked, and revert to old ways. To learn more about my review cycles please click here.

5. Doing: Very often it comes down to taking action. Lists are only useful, when the items on them are periodically checked off and progress made. Without action we could use the most sophisticated technology in the world to collect, process and organize our data; without seeing any improvements at all in our lives. I use the four criterion model where the task I choose depends on the context, time available, energy and priority. For example if my commute to work everyday is 30 minutes and I have access to my phone during that period of time, I use my “Phone Calls” list and make all the calls during this period of time. Likewise the task I choose depends on the time available, the amount of energy I have and most importantly how important the task is. To learn more about the four criterion model please click here.

There is not just one way the GTD system can be implemented into your daily lives. Everyone has different needs and requirements, each step can be customized. What is important is that we create a system which is reliable and all encompassing. We need to take the load of our minds and put it down on paper, where we can process it more efficiently. As David Allen says, the aim is to reach a “mind like water” state. Where we will be able to move seamlessly from one activity to another, while maintaining a high level of productivity and efficiency. I hope this simple guide serves as a helpful starter for those wanting to begin using this system. I would appreciate your comments, feedback and experience using the GTD system.

“Success will never be a big step in the future, success is a small step taken just now.” Jonatan Mårtensson

Going through steps one to four, can be a liberating experience in itself. Through these steps, we have I believe, brought some structure to our often chaotic lives, and now have access to a system with a broad overview of happenings in our lives. These steps must however be executed on a daily basis, in order to bring about a reliable system. We are the main engine for making this system work. The minute we stop inputting our commitments, action items and thoughts into the system, the reference angle is meaningless. Hence, we have to set-up the system in a manner that is easy to use on a daily basis. There are several methodologies used to keep the wheels spinning in a GTD system. Outlined below, is the one I prefer to use.

Four Criteria Model

1. Context: All my action items are always grouped according to context. Therefore, depending on where I am, and the tools currently available, I select a context to work in. For instance, if the commute to my office takes 30 minutes, and all I have access to at that time is my phone, I bring up the list of calls I need to make. If I am able to work on multiple contexts at the office, I will use the remaining three criterion to help make a decision.

2. Time Available: I am at the office and have a meeting scheduled in the next hour, I can use this time to come up with an agenda for a proposed meeting, or review the presentation I have to give on my computer. If I only have five minutes before the meeting, I can scan my list of short phone calls or emails, and deal with them  using this period of time. This way, I am able to maximize the awkward 5-10 minutes in between meetings, calls and appointments.

3. Energy Available: Some tasks require more physical and mental effort than others. Let’s say it is 7:30pm after a long day at work. I have a list of low energy tasks which I could do at this moment. Depending on the time and tools available, this is a great time to fill in expense sheets, data entry or another task which requires minimal effort. For tasks requiring more energy, I work to place them in the earlier part of the day when I feel fresher and have a clearer mind.

4. Priority: We all have critical tasks which need to be given a higher level of priority. These tasks are usually flagged in my task lists, and are completed as soon as possible. If an entire day goes by, and these tasks are left undone, it often feels like the entire day has gone to waste. It is essential that your task list clearly marks priority, to ensure that you see these flagged tasks first and get them done as soon as possible.

Using this model I am able to collect, process and organize my action items throughout the day. It is undoubtedly not the most structured approach out there as compared to other methodologies. I like to be able to switch between projects depending on external factors. Other people that I know have more structured approaches, where they complete certain types of work at predefined times in the day. It is important to select a methodology that you are comfortable with. The primary objective must be to make it easy for you to use the system regularly and refer back to it whenever required.

“People love chopping wood.  In this activity one immediately sees results.” Albert Einstein

Steps one through three, involved the gathering of data, putting it into appropriate buckets, and ensuring it was placed in a system to enable us to know what to do next. The fourth step in the process is a critical one, it puts a review system into place. The purpose of a review system is to analyze whether we are on track, as also gauge the progress we are making. A common case  in need of such a review system is, making lists of things to do, and then never getting around to doing them, because of inadequate and irregular review system . A review system helps to refresh your mind of commitments and closes loops on projects taking up more time than they should. I use three main review cycles, they are outlined below:

Daily Review: The first thing I do when I get into office is to open my calender, and review the tasks allocated for that particular day. This helps me plan accordingly for the rest of the day. The next task is to review my project lists, and determine the next action and it’s context. Depending on this list, I plan my day to maximize completion of tasks.

Weekly Review: This is by far the most important review cycle of them all. My weekly review is scheduled for Sunday morning, for those who work a 5 day week I suggest keeping it on Friday when things are still fresh in your mind. During this review I have a couple of key tasks which I now do habitually.

Emails: During the course of the week, I make sure my inbox remains as empty as possible. However if there are unprocessed emails which require thinking about, this is the time I usually clear them. I also identify emails that I am expecting, but which have not been received yet. I then create reminders, to ask the concerned individuals during the course of the week.

Calender: I review last week’s calender and see which tasks need to be moved forward to this week if required. I schedule appointments and action items for the coming week in advance if required. This way I ensure nothing is left unprocessed from last week, and move into a new week being aware of the workload to expect.

Project Review: Next, I review all the projects labeled for weekly reviews. In this manner I can monitor fairly adequately how much I got done during the week. If I have fallen behind schedule on certain tasks, I identify the reasons, and make sure that greater time is allocated to get them sorted out in the coming week. This project review helps close many loops on concurrent projects and helps me stay afloat with the activity, without getting overwhelmed.

Monthly Review: This review is carried out on the last Saturday of every month. I use this review to monitor progress of the macro goals I have set for myself. They  include growth of a businesses, personal finance, personal development and health. These are some larger goals which a weekly review does not cover. Through this review I get a perspective on the larger picture, without feeling bogged down with smaller projects running simultaneously. This is a very important review cycle, I recommend it’s use to everyone.

Incorporating a review system into my schedule has greatly increased my productivity and focus in life. The feeling of being bogged down with simultaneous project rarely occurs now. This provides a degree of control which is calming and reassuring at the same time. Without this vital step the GTD methodology will impact in a less meaningful manner. A disciplined review system, is a foundational building block, and helps this system unlock its true potential.

]]> http://usmansheikh.wordpress.com/2008/10/11/gtd-step-3-organizing/ Sat, 11 Oct 2008 18:59:23 +0000 Usman Sheikh http://usmansheikh.wordpress.com/2008/10/11/gtd-step-3-organizing/

“The sculptor produces the beautiful statue by chipping away such parts of the marble block as are not needed – it is a process of elimination.” Elbert Hubbard

After the first couple of steps of the GTD process, there will still be much that will need to handled. Step three is best run parallel with step two. In so much as, that when we process we should organize the data into buckets which we will review and take action on, at a more appropriate and later time. Let’s say for example you are processing your “in” basket, and there is a memo about a call you need to make on Tuesday to a client. If you label it as such, and defer it to next week, you need a system in place to remind you on Tuesday morning to make that call. Every individual’s system will develop naturally, depending on the nature of their work and personality. Listed below are some key components of my organization process.

Setting up Buckets: Buckets are placeholders for any project which requires more than one action item to complete. They can also be created to manage reference material.

Projects: For example, at the moment I am working on launching a new website. I have created a bucket for this project which has a list of all action that needs to be taken before the website is actually launched. Similarly, we may have other projects such as “hire a new marketing manager”, “clean work desk”, “sign up for a medical insurance”, “plan a party for a friend” or even “plan winter vacation”. I do not make distinctions between personal and professional projects, you may want to however. What is important is that each project have a specific outcome and be reviewed on a regular basis to monitor progress.

Reference Material: The GTD system introduced me to something called a tickler file. This is quite simply a file which reminds me of tasks that need to be carried out on particular days. For instance, while processing  I find I need to make a call on Tuesday morning to a client, I place the item in the tickler folder, which I will open in the normal process of things on Tuesday morning. One can also set this up on an actual paper based system, be it a calender, a diary or a software program to manage your tickler file.

Working in Contexts: Contexts simply place all action items on your list, according to certain functions. For example, some of the contexts I use are “Phone Calls”, “Emails”, “Errands”, “Research”. Lets say I have a project which was “launch new website”, the first action on the list was to call a web developer and set up a meeting. I would assign this action item with the “Phone Calls” context. This way I can batch all my phone calls together and process them quickly. I strongly recommend batching your actions using contexts to increase your overall productivity.

Checklists: When we have several things happening concurrently, our brain often goes into overdrive. To help me through busy times like this, I like to organize my thoughts in a routine processes. For example, I have a checklist for “Conference Calls”, it outlines everything I need to do before, during and after the call. For the days I have to take and handle many such calls, it helps to make sure that I have not missed anything. Likewise, I have other lists for “Staff meetings”, “Backing up of data”, “Things to do before I travel”. One can set up lists for just about anything.

The organizational step takes time to get used to and to implement completely. It is important that we use this step to put all of our open loops into writing. This gives us the ability to free ourself from stress regarding smaller things such as “buy milk”, which if not processed on time and in the routine, takes up much more space than it should. Once we have processed and organized all this data, we are ready to move to the next important step of the system, reviewing.