Episode 4 Transcript

You're listening to the Business in Morocco Podcast the
podcast that discusses all things
business and all things Morocco my name
is Ryan Maimone I'm here with my co-host
Ryan Kirk and our goal is to share our
knowledge and experiences in order
to help you gain wisdom, skills, and
habits that can help you succeed in
business and in life. You can learn more
about us by going to our website moroccopodcast.com
Alright let's get started with today's episode it's going to be a lovely day
welcome to episode 4 of the Business in
Morocco Podcast, Ryan how are you doing
what's going on this week? Well today is
International Women's Day so that's
pretty exciting to all our female listeners out there
happy International Women's Day and I've
got a video coming out tonight that I
actually made with my wife to celebrate
International Women's Day and challenge
some of our thinking but this week I've
been trying to implement what we
discussed last time about the structure
of your day and how you do your deepest
work or your most cognitively demanding
work up front in the morning and
actually yesterday I had a few things I
needed to get done to push some projects
forward and they were difficult tasks
that I think I was afraid of you know
kind of avoiding and I held strong I
tackled those one after the other
knocked over three or four things in a
row before doing the things that were
more enjoyable like checking my email or
posting something on social media doing
a bit of work on an Excel spreadsheet I
did those things but after I had
completed these difficult tasks and it
worked
yeah got got those things done it gives
you momentum but you also no matter what
happens the rest of the day it's a
success so how did you feel in the
afternoon yeah that was another thing we
talked about last week was that your
capacity to really focus and really do
something that's challenging is finite
it's limited and I noticed that because
I had a meeting in the afternoon which
is a good time to plan meetings however
this one, demanded my full attention
and I was struggling and I could just
tell man I'm tired my brain is just not
firing not as sharp as I should be you
have to be careful what you schedule in
the afternoon and try to put your
hardest tasks upfront what about you
what's been going on what's new? Well I
just signed a new client here in
Casablanca he yeah, congrats, thank you appreciate that
one of my existing clients referred me
he's been working for many years many
decades he specializes in cosmetic
dentistry implants what's known as
Hollywood smile you've probably seen a
lot of these stars in Hollywood with
perfectly aligned perfectly white teeth
well I'm happy to tell you they are fake
but he does that for people that have
broken teeth or misaligned teeth damaged
teeth he gives them a brand new smile
he's not cheap but he does really good
work so the big challenge for me this
week is figuring out how to get new
clients for him here in Casablanca using
social media using Facebook Ads using
Google AdWords the big challenge is
figuring out what his potential
customers are searching for in Google
what are the keywords they're using like
dentist, cosmetic dentistry, dental
implants, are they searching in English?
are they searching in French? this is a
discovery process right so for me it's a
challenge because he has a very specific
type of client that is older, has quite a
bit of disposable income and wants to
have a brand new smile, so it's not
everybody, he has a very specific type of
client and my challenge is trying to
reach them, ya, so that's what I've been
working on this week
how does Google AdWords mix with Google Analytics with people landing on his
website versus making calls how do you
validate that someone who's clicked on a
link or clicked on the call button on an
advertisement has actually called the
office? Are you wasting your money? Is it
a good use of your money? So these are
the challenges that I'm working on this
week hopefully next week or in the next
couple weeks I'll be able to give you
some feedback on some best practices or
things that have worked and things that
are not working. That's cool that's
exciting. Okay let's get into the topic
of the day which is
time management, weekly planning, win the morning, win the day. Ryan you're a
trainer and educator and among other
things the 7 Habits of Highly
Effective People talk to us a little bit
about time management. yeah so the third
habit in the seven is "put first things
first" and there's a classic time
management tool that's presented there
most people know it, may not recognize it
that it's created by Stephen Covey the
author of the book and it just creates a
comparison or a chart between importance
and urgency and it creates like a four
quadrant matrix and where you have
something that's urgent and important
well this is an emergency this is
something you've got to do it's a crisis
but people who are really effective they
spend a lot of their time on things that
are important but not urgent so you
think about something like your health
when you're sick it's important that you
get better and it's urgent it's
happening right now you you might have
to just not go into work you might have
to cancel an appointment you might have
to stay in bed all day you've got to
deal with that it's a crisis of health
but something that's important your
health and not urgent would be things
like eating a healthy meal making sure
you don't smoke a cigarette going to the
gym and exercising when you do these
things you see very little difference in
the moment or in the days and weeks
ahead it's in the long run that you
start to see the impact of these things
so if you spend time in quadrant two
which is things that are important but
not urgent it actually reduces the
amount of emergencies you have in your
life the crises that come up. Talk to me
about what my day should look like. How
should I start my day? How should I
finish my day? What should I be thinking
about in terms of planning my week? Yeah
so once I know this is what's really
important to me this is my purpose these
are these are my most important things
that I've got to do, it can lead to my
goals
then I can ask myself how do I move
forward this week in this area or you
can do it by roles so I might have
different roles that I fill there's my
career
there's my role as a family member, I'm a
husband, I'm a father, I'm a Christian, I
have these different roles these
different hats that I wear and if I look
go through each of them and ask how do I
move forward this week it can give me
one or two things that I need to put
into my my schedule you can't do
everything every single day but over a
week you can accomplish a lot if you're
strategic so then when I'm planning my
day I might have like one or two big
things that are part of my routine so
for example on Thursday night I'm gonna
go out with my wife because my role as a
husband my marriage is really important
to me and I know that consistent time
spent together away from our kids doing
something fun away from our phones and
just focused on one another is an
investment in a great marriage in the
long run or with your health I might
have a couple times a week two or three
times a week that I'm going to set aside
some time to exercise and so when I'm
looking at planning as a week I put
those things in first and then the
smaller things the appointments, the
meetings, the projects that I'm working
on or just a regular upkeep of email and
admin stuff that can fit in around those
those big commitments. I agree I like to
plan on my week I use very basic tools
free tools that help me to I really like
as Wunderlist Android app that helps you
organize tasks and different lists. I
also like to use Google Calendar they
say you get done what's on your calendar
whether it's deep work or it's reading
or spending time with your wife or your
family member if you put it on your
calendar, then you're gonna set aside space to do
that I have I share my calendar with my
wife there are blocks of time that are
clearly spelled out for both of us so we
know what's going to happen during the
week which times are available and which
times are off-limits when you do things
like that it allows you to like you said
get one or two important things done
each day but not be overwhelmed yeah and
it allows you to spread out tasks and it
allows you to plan out tasks yeah if you
know that something's going to take more
than one day or more than one week to
accomplish you can plan it out with a
goal in mind I want to be done with this
by the end of the week or I want to be
done with this by the end of the month
you can set aside time on your calendar
to work towards accomplishing that task
yeah and I find that these apps are very
helpful as opposed to waking up each day
and not really knowing what's going to
happen not really knowing what you're
going to work on it'll allow you to be
seduced into this busy work that we've
talked about yeah that is not really a
priority it's not really important right
people can relate to this students they
have their class schedule and they lock
it in and they know okay on Wednesday
from 10:30 to 12:30 I have accounting
and that's just a locked-in commitment
that they've made or a lot of business
people they know I go to the office at
9:00 and I'm there till 6:00 and so if a
friend messaged me and says hey do you
want to go watch Wydad play it's 2:30
in the afternoon they say no I can't
I'm committed that time is blocked in
and we can do this for anything in our
life not just school and work it can be
even fun pleasurable activities like
going for dinner with your wife or going
to the gym or spending some time reading
this is my time that I've set aside this
week to invest in myself to have a
little break to have a rest and it's
like a meeting it's a commitment that
I've made
and I'm not going to stand myself up I'm
gonna gonna follow through on it but it
allows you to in a week get done the
things that are most important to you
and you can think about it in terms of
like saying yes and no when you don't
say yes to something that's really
important to you it makes you vulnerable
to say yes to stuff that's important to
someone else or that's just that's just
a waste it's it looks like it's valuable
because it's urgent or because it's you
know ticking off a couple to-do lists
but it doesn't really move you forward
on your long-term goals but when you've
got a commitment it's easier to say no
to something that comes up that may not
be as valuable yeah another thing that I
like to do is track my time if you've
done any reading on the topic you'll
know that our memories differ
significantly from actually what has
happened in the past so we may
romanticize our history in terms of how
we used our time how effective that use
of time was the way that we label
certain topics like I spent this much
time with my family and had these
outcomes I spent this much time reading
I spent this much time working spending
time with friends our memories may not
be exactly right so what I like to do is
on a daily basis I track my time I spent
this much time working for this client
this is what I did so at the end of each
day I have a general idea of how that
day progressed yeah and how much time I
spent doing each type of task so at the
end of the month I have a record of the
number of hours, the types of tasks, that
I did for each client yeah and then I
can associate that with the revenue from
each client right over the long-term you
can get an idea who are my best clients
right who are my most profitable clients
yeah
am i spending a disproportionate amount
of time on clients that are not
profitable
right am i spending less time on my best
clients who are most profitable yeah and
do I need to make a change at some point
you may need to fire a client yeah if
you're doing a lot of work for them and
not getting a lot of
revenue you may want to apply yourself
in other areas or to other clients and
so I use a simple Google spreadsheet or
Microsoft Excel spreadsheet to track my
time and that way it's it's not based on
my memory of what happened during the
month yeah it's based on a record that I
do during the day or at the end of each
day
yeah that's powerful it makes a lot of
sense when you're talking about
invoicing clients you want to justify
the hours you're giving them
particularly if you're paid by the hour
but even if you're not even if you're on
some kind of a retainer fee even still
for your own personal effectiveness you
want to make sure you're focusing on the
the 20 percent of clients that are
generating the 80 percent of your
revenue but this is powerful even
outside of business because we assume
we look at ourselves we romanticize as
you said we we definitely give ourselves
the benefit of the doubt we think we
sleep less than we do we think we work
more hours than we do we think we spend
less time on social media than we do you
cannot manage what you don't measure and
when you actually start measuring it
number one it actually increases your
performance because when you start
tracking something it motivates you to
pay attention to it and to do better at
it so when you start tracking your time
you use your time more effectively but
even still even though your performance
has increased we're still shocked at the
results we're still embarrassed by how
much time we actually spend on our phone
how little time we actually spend doing
effective work and how much time we
waste I do this with my students all the
time where they have complained to me
that they're really busy and I say well
let's talk about that tell me how many
hours of class do you have a week okay
and how long does it take you to go to
and from school how much sleep do you
get per night and when you just start
subtracting the hours from the hours in
a week they cannot account for dozens
and dozens of hours they can't account
for it they're awake they're not in
class they're not eating and they don't
know what has
happen to the time the other thing is
we've got all these tools on our phone
that can reveal the truth about how much
time we're investing in them whether you
have an Android or an iPhone you can
look and see how much time you've been
spending on each app in the previous
days and weeks and it can be pretty shocking
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now back to the show yeah I
really like tracking my time in order to
identify bad habits I'd also like to get
an understanding of how long it takes to
do things we all think it takes less
time to do things how long is it going
to take to build this website to build
this Facebook page to build this profile
for this company on the Internet?
I probably think it takes a lot less
time than it does but I need to have a
good understanding of that in order to
price out my services to future
customers when I hire an employee to do
what I've been doing I need to
understand how long is it gonna take
that employee to do all the work how
much do I need to charge the customer in
order to make sure not only I cover my
expenses but I have a profit in there as
well
they're really good outcomes from
tracking your time
seeing where you're wasting time and
where you're making a good use of your
time. Ryan you have an iPhone and it
tells you how you use your time. Tell us
a little bit about what you've been
doing over the last week. All right so I
I haven't been paying much attention to
this but just pulling this up now you
can go into the battery usage and look
at the last seven days and the hours
you've spent I've got four hours on
Instagram two and a half hours on
LinkedIn over two hours on YouTube two
and a half hours on whatsapp 24 minutes
on Facebook you know you add this up
just from the last seven days and you
realize I'm spending 60 to 90 minutes
just on social media per day and when I
try to think okay well there's something
to be said for relaxing and I do have
career implications with my role and on
LinkedIn and there's relationships
through Instagram and YouTube as well
but is there really enough value being
generated to justify the amount of time
I'm putting in or is a lot of that
wasted now there's also connects with
what we shared an episode 2 about deep
work you have a comment about that?
yeah this goes back to the idea of a
residue your phone is tracking your time
on certain apps but it's not tracking
your transitionary time so let's say
you're involved in activity and you pick
up your phone to go into Instagram your
phone's now tracking Instagram but it's
not tracking the time you took
transitioning into Instagram and it's
not going to track the time you're
transitioning out of Instagram into what
other project you're doing yeah there
are things that surround these
activities like watching sports using
social media playing video games
watching television there is the time
we're doing that and then there's the
transitionary time that eats up large
portions of our calendar
I completely agree we all need to relax
we all need to decompress but put that
time on your calendar don't be a slave
to your phone everyone should know
whatever app is on your phone that
you like and you love there are teams of
people whose entire purpose in life is
to figure out a way to get you to turn
the app back on yeah
not just to turn it back on but to stay
on yeah they are literally there in
California they're sitting at a desk
right now thinking and working getting
paid hundreds of thousands of dollars a
year to get your attention
yeah and to keep your attention and
they're much smarter than us these are the best of the best, these are brilliant people
and they've got an unending budget to
capture our attention and so we need to
be wary of that exactly
they've actually figured out that when
you get a notification whether it's
Instagram Facebook LinkedIn it is not
optimal for you to be interested in
every single notification they've
actually figured out you're more likely
to engage the app when you see a
notification if there is a variable
response meaning part of the time you
are interested in the notification that
actually makes you more likely to click
on the, on the app if you're not
going to get a great response every
single time scientifically your brain is
programmed that way yeah for example
they did a test on lab rats they had a
bell ring every time before food would
come out of this little door and after a
certain amount of time the rats just
stopped responding to the bell because
they knew every single time the bell
rang food would come out the door so the
bell would ring the door would opened and
the rat would just lay there and wouldn't
even move they changed it so that there
was a variable response the bell would
ring and sometimes food would come out of
the door and sometimes it wouldn't right
and as a result every time the bell the
bell rang the rat was jumping at the
door fiending over what was going to
come out of the door yeah
specifically because they didn't know
whether or not there was gonna be any
food coming out and they've applied the
same principle to Facebook and to
Instagram and to LinkedIn they're
teasing you with these notifications
knowing that you're more
likely to come back if you're
unsatisfied yeah it's the same principle
in gambling right that that uncertainty
drives our curiosity and and keeps us
hungry to know all right if you've
enjoyed this topic of time management
and particularly about structuring your
day to be most effective you can get
more information by going to the blog at
maroctreasure.com - I wrote an article about how
to create perfect timing
in your day there's some more
information about workflow based on some
some data from Daniel Pink a great
author also wanted to let you know that
you can watch any of these podcasts with
English transcriptions you can see the
subtitles the text of what we're saying
you can watch that as you're listening
to it if you go to Moroccopodcast.com
so we have all the episodes there with
show notes to additional links and more
information if you're wanting to work on
your English if you're wanting to follow
along with the words we're saying that's
an excellent way to do that so go to
moroccopodcast.com - you've been
listening to the business and morocco
podcast my name is Ryan Kirk here with
my co-host Ryan Maimone. If you enjoyed
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we hope you'll have a lovely day doing
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