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Make 2022, the best year yet with Therapy Notes. Again, use promo code [JOE] to get three months totally free. [JOE SANOK] This is the Practice of the Practice Podcast with Joe Sanok, session number 826. I am Joe Sanok, your host, and welcome to the Practice of the Practice Podcast. I hope your week is going awesome. At the time of this recording, we just had Level Up Week where we did 16 webinars in four days. Had a bunch of people come in as guests and we talked about starting a practice, growing a group practice building multiple streams of income outside of it. There was a lot of snafus that happen when you try to do that level of an event but you know what, people walked away with some amazing takeaways. They leveled up through what they learned, but also in joining our membership communities in a lot of different ways. So it’s just awesome to see that if you just move forward, you’re going to learn as you go. You’re going to screw up and then learn from that, and then you’re hopefully going to get better and better over time. Yes, today I’m really excited, we have Alexis Haselberger with us, and Alexis is a time management and productivity coach who helps people to do more and stress less through coaching, workshops and online courses. Her pragmatic yet fun approach helps people easily integrate practical, realistic strategies into their lives. She’s worked with clients like Google, Lyft, Workday, Capital One, Upwork, and more. Alexis, welcome to the Practice of the Practice Podcast. I’m so glad that you’re here with us today. [ALEXIS HASELBERGER] Thank you so much. I’m really glad to be here as well. [JOE] Well, and when you hear productivity expert lots of people yawn at that and I’m so glad that we talked about it before we got going because that’s not even how you would maybe frame out what the deep thing is that you’re doing with people in their lives. So why don’t we just start with like, what, what are you actually doing when you’re doing time management or productivity coaching and working with people or companies? [ALEXIS] Yes, so I am trying to help people figure out how to build strategies, systems and solutions around them that help them better use their time in a way that really feels good to them. So I want people to, at the end of every day be able to say like, yes, I did the things that were more important than the things I didn’t do. I feel okay about that. I feel good in fact about that, and I can enjoy my time outside of my work as well. I have a full life outside of that. I’m making time for all the things that matter to me. [JOE] Oh, that’s so awesome. How did you get into that work? Did you have a a point when you weren’t doing that or when you weren’t being intentional with your time or how did you get into this work? [ALEXIS] Well, I actually got into it, so I spent the first 15 years or so of my career in early-stage startups, handling everything that was not sales and engineering, so operations, HR, legal, finance all of that stuff. What I saw in the startup world here in the Bay Area is people just like burning out left and right all around me and I knew really early on, that’s not something I wanted. I didn’t want to stay in the office till 10:00 PM even if I was just playing flus ball. I wanted a life outside of that and so I started to try to intentionally create that for myself, had a couple kids along the way, I felt like I was doing that pretty successfully and people just kept coming to me for like, I was attracting people who wanted help in those areas in the companies that I worked for. The last actual job, job I had, the last company that I worked for, I remember the CEO came to me at one point and he was like, “Hey, do you think you could just put together a productivity workshop for the whole company? Just tell them about all the things you’re already doing.” I was like, “Yes, that sounds super fun.” I did that and that sparked in me, ah, like there’s, people keep coming to me for this. I really geek out about ROI on my own time, not in the way of like, oh, let’s do all of the things, but in the way of I want to have time for the things that are important to me. I want other people to have time for the things that are important to them. I want people to be able to feel as though they can excel at work and also have really fulfilling lives outside of that and there was just this gap that I was seeing where people didn’t have the skills and strategies to be able to do that. It’s not that they couldn’t learn them, it’s just nobody gets taught this in school. So some people sink and some people swim, and I felt I could bridge that gap. [JOE] So when you look at maybe the problem, how does the average business owner think through their time and what’s the, why is it wrong how they typically think about their time? [ALEXIS] So I think that most people, especially most business owners that I work with are actually not thinking about their time. I think that’s part of the problem is that they’re stuck in fire mode a lot of the time. They’re stuck in reactive mode. Things are just coming at them, they’re doing them as fast as they can and they’re actually not taking the time to step away to step up, to step to the side and get out of the way of the flying tennis balls so that you can see where you should stand and which ones you should go after. So I think that’s like really thinking more intentionally about these things, thinking more strategically is often the first step. That’s where I see people come in just saying like, ugh, I’m overworked, overwhelmed, I don’t know where to start. [JOE] So then how does that typically manifest when they’re overworked, overwhelmed? What’s that typically look like, maybe in quiet ways? Like we know when someone totally burns out, but what is like the quiet burning out? [ALEXIS] It’s interesting, because I think it’s really good point that you bring up that it’s not maybe what we see because I would characterize almost all of my clients as people who have become successful through brute force. So they are doing things in not the easiest way for them. They’re working harder but not maybe working smarter and so on the outside they just look really successful and like they have it all together and, on the inside, they are feeling incredibly stressed because they’re not sure how long they can sustain the methods that they have been using. Even if, I don’t know if they would call them methods, but they’re not sure how much longer they can sustain what they’re doing. It doesn’t feel good. They may have, they may be, are going through therapy and realizing that like, ah, there’s more to it than just my mindset or other things like that. [JOE] So when people get to that point and they start to realize, okay, the way I’m using my time, it’s just not how I want to, maybe they don’t even know how they want to figure out how to use their time, what tools, tips, recommendations would you give folks in regards to even just discovering what they want to do with their time differently in the business, outside of their business? What would they need to think through to even identify the direction of how to use their time? [ALEXIS] Yes, so one of the first things that I do with every single client that I work with is we do some time tracking for about a week at least. So this is tracking their time from the moment they wake up till the moment they go to sleep, including weekends for a whole week just to get the data right, just to actually see. So I’m asking them not to do this with any judgment, just literally to go about their day as they’re normally going about their day, but to be keeping track of what they’re actually doing. When we’re able to get this data, people always have ahas. People are resistant to doing this because it seems like a little bit of a pain that’s a little tedious to do and every single time people say, oh my gosh, I’m so glad I did this because I learned so much about what’s actually happening with my time. So some, the reason that we do this is we want to ask some questions and be able to answer them questions like, when am I the most stressed throughout the week? Questions like, what do I see here that I want to be doing more of? What do I see here that I want to be doing less of? Are there anything in my values or my goals that I don’t see represented in my time at all? Once we’re able to start asking some questions about the data that we see, then it becomes much more evident about where we need to start, where we need to start, where we start, need to start making time, where we need to start focusing our efforts. [JOE] Now what sort of things when you work with clients have emerged when they do that time tracking and really what would you want someone to track when they’re looking at a time audit? [ALEXIS] So I want them to be track, so we start out by just tracking what you’re doing, so it’s like, okay, 7:00 AM woke up 7:00 to 7:30, showered, got ready, et cetera, 7:30 to 8:00 took the kids to school or whatever. We’re literally just tracking what is actually happening. Then when we look at that, people see all sorts of different things. I just had a client recently who within a week of time tracking realized that he was doing so much work that he should be delegating to his team, and he immediately started delegating more of that work. It was like an, but before we even had our second session, he was like, oh, I’ve already found this insight. I’ve started delegating, like I’ve started making changes. Sometimes people see, I once had a tech executive that I was working with who he thought he was spending like too much time on social media and things like that, but he thought it was more like an hour a day. In time tracking he found out that he was spending about four hours a day on Reddit and YouTube in two-to-three-minute chunks and he had no idea. He just had no idea. Because that stuff is, it’s fun, it’s subjective, and so we don’t really see what we’re doing. So he was able to make some changes around that. Sometimes we have change, we have things in the opposite direction. I remember I worked with a lawyer one time who he was like, oh man, I just, I know I don’t spend enough time with my kids. When we looked at his data, he was actually spending about three times more with his kids than he thought he was and it was just something where he was able to say like, no, I am, I value my kids in my time with them and I am actually giving time to them. It’s just, it doesn’t feel like it because it’s fun and so time goes fast when you’re fun. So we don’t really know how to gauge that, so all sorts of different things. [JOE] It reminds me of just yesterday I was working with my chief of profitability officer and he was like looking at the numbers and I just had the sense that the previous month was a terrible month and some of the launch stuff that we did didn’t go how I wanted to. It was just one of those like, oh man, like, what’s going to happen with the company? Then we looked at it and the prior month was one of our best months ever. So it’s like the things I was tracking, sure it brings in money and there’s different things, but I wasn’t looking at the big picture. A bunch of sponsorship money, for example, came in in that month, a bunch of other things got paid out and the expenses weren’t as high. So it’s like when you look at the data and you step back and have that outer perspective, it’s amazing how you can say, oh, I was worried that I wasn’t spending much time with my kids and I’m actually spending way more than I even thought that I was. Or the opposite of it’s too much time on social media or things like that. Now once you go through that phase of really auditing where you spend your time what are the next steps people should take? [ALEXIS] Yes, so I actually have an arc that I take people through, and I won’t go into it in too much detail, but we, essentially, we customize to every person, but we go through the same arc. That arc is first we do task management. Task management to me is almost identical to time management. It’s just about what are all the things, how do we prioritize them and when are we going to get them done? What are we going to say yes to, what are we going to say no to and getting really clear on that. Also, there’s a really the big thing that most people I work struggle with, which is that they somehow think that they are going to figure out the magic key to be able to do all the things. The reality is that none of us are going to do all the things you, me and everyone else. We are all going to die someday with a big long list of things we didn’t do. Getting really comfortable with that, understanding that we’re not going to do all the things, that’s not the point. The point is to prioritize the right things, the things that make us feel good, that move us forward. So we spend some time there. We talk a lot about prioritization and what things matter to them and what they should use to prioritize. We move into planning. So we think about daily planning, weekly planning, some longer term planning so that we can disconnect from our work in the evenings and on the weekends without fear, without feeling like we have to work all the time. We focus then on our tools, so we’re talking email, we’re talking calendar audits, we’re talking any communication tools we use outside of that. Then we move into habits. So a lot of this work is around habit building and habit change. Usually will, power and motivation are just not enough for most people. It’s not. Those are reserves we don’t always have access to and so we use science-backed strategies to continue to build habits. Sometimes habits are strong, are harder than other habits so what are we going to apply there? Then we move into efficiency. So we are, this is the icing on the cake where we’re saying, okay, you have certain times that you want to be productive. How do we make that more efficient for you so you can get more done and less time and have more time for all of the other things that matter, so templates, batch processing, outsourcing, delegation, like things like that. Then finally we move into focus. This is around removing some of our distractions, like our remaining ones, we’ve been working on that the whole time and then also creating focus for ourselves even in the absence of distractions because I don’t know about you, Joe, but I have definitely been alone in a room all by myself. No distractions. My kids aren’t home, my husband’s not here, and I still can’t focus on the thing that I am trying to do. So we have a lot of strategies that we can use to try create focus. That’s a problem I used to have that I don’t have anymore. That’s something I can share with others. So the goal when I work with people is to be able to come away with a working set of strategies for themselves so that they can use their time in a way that they want to and that they have a toolbox now so that when things change in their life, like they get a different job or they expand their team by 50% or something like that, they now know how to reconfigure things to meet the needs of their new environment. [JOE] Yes, I think so often people start with, I want to be more efficient, I want to focus more. I love that that’s at the tail end of that process that you just went through. Because like if you don’t know what’s upstream and you just say, I need to focus more, like that may not actually move the needle forward. [ALEXIS] You’re so right. People ask me all the time, like, why don’t we do focus first? Focus is my problem, I need to focus. The reality is nobody knows what to focus on at that point. We have to get there. [JOE] If you don’t understand how, it’s part of a bigger picture for your job, for example, so like, just right before this I knocked out all these sponsor emails, two sponsors because they have the relationship with me. They’re paying to have me talk about them and I want to have that connection. I don’t want to just offload that to our podcast production person. But to just be able to, I set, there’s a great channel on Spotify that I listen to when I need to focus, and it’s always my focus music. It’s the effective beta waves that improve concentration and focus playlist. It’s all like these beta waves that are shown to help your brain focus more or I turn the lights different to make sure that it’s like I can just get this stuff done. I set a timer so I don’t have to keep wondering, ooh, am I going to be late for the podcast, even though I was late to our podcast. The timer, I did the timer wrong, like my timer went off like one minute before we were supposed to start. But trying to implement some of those really practical strategies because I know that I can’t do the podcast next year if I don’t have sponsors. I can’t do this thing that I love that provides such great free information to people if we don’t have sponsors. So being able to just look at that big picture of this email really matters compared to, it’s not just one email, it’s an email that directly ties into something else in my business. [RECEPTION] When I had my group practice, I was so sick of running to the lobby to see if my next appointment had arrived or even more awkwardly to have a bunch of therapists run to the lobby when we heard the door open. Maybe you want a more discreet, stress-free way for your clients to check in. Take a deep breath. The Receptionist for iPad empowers your practice to create a zen-like check-in experience. This episode is sponsored by The Receptionist for iPad. 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[JOE SANOK] What are some other really practical strategies like nuts-and-bolts types of things, of ways to think about efficiency, ways to have more focus, ways to think about your values, to decide where to focus, some really practical nuts and bolts that people could start to implement? [ALEXIS] Yes, so one of the first things that I work with people on is just having an external place to track all the things that we need to do, so to not keep that stuff in our brain and to have a single place where that is done instead of, what I see with a lot of people is they have a notebook next to them. They’re also like using a sauna with one team. They’re using Jira with another team. They have post-it notes all over their desk, and then the bulk of everything is just still in their head. Also, they’ve got a task list that’s essentially their email, and then they’ve got a bunch of starred messages in Slack and it’s really, really hard to prioritize when your mind is ping-ponging all over the place. So one practical thing to do is to just use a task app of some sort. You can use a spreadsheet even. Just use something that has four fields. That’s all you need. You just need a field for whatever the task name is, a field for whatever the next step is, the clear concrete next step that you’re going to do, a step for the date, sorry, a field for the date so that you can decide when you’re going to do that next step, so not necessarily the due date, but when are you going to do the next action. Then a commenting field so that you can offload what you’ve already done and put that there so that you don’t have to try to remember that all this time. The task app that I recommend most frequently to my clients is called Tick Tick, T I C K, T I C K. Not to be confused with TikTok, which does not help my productivity. But I think this is a really great place to start. It’s free, it syncs everywhere. It’s really easy to use and you can just start brain dumping in there to get it out of your head. That’s one place. I can keep going. [JOE] Now, do you recommend using that one place for personal as well as business or would you separate that out? [ALEXIS] It depends. The real answer is, so there’s this concept of segmenters versus integrators and segmenters are people who really like strong boundaries between work and life, for whom the last three years have been incredibly difficult, much more hard, much harder than for others who are more integrated but people who really like the strong boundaries. So for people like that I can include myself there, so even though I work for myself, I have one system that I use for my home life and one system that I use for my work life, and I do that because I never want to accidentally see a work task on the weekend. Like that’s why. [JOE] Yes [ALEXIS] I just, because if I see it, I’m going to look at like my, I can’t control myself. I’m going to look into it, I want to separate this. For a lot of people, they prefer an integrated method, so people who don’t feel as strongly about having those boundaries, who like the fluidity of going back and forth, who run their days in a way that they’re doing some kid stuff and then they’re doing some work stuff, and then they’re doing some other personal things, for those people, they might prefer to have one system for everything within any system, you’re still going to be able to categorize. So you could use tags for work and home, et cetera. But those are, that’s what I find is that we really want to think about ourselves and what our boundaries look like and how porous we want those when we’re deciding whether we’re using one single trusted system or two single trusted systems. [JOE] Now what are some other, you said you had more, I’d love for you to just keep going? [ALEXIS] Great. Another thing that I think is really helpful for the grand majority of people is to engage in end of day planning practice. Most people they, if they’re planning it all, they’re doing it in the morning. You’re grabbing your coffee, you are looking at your task list, you’re looking at your calendar, you’re making a rough plan for the day. I think that this is much less effective than spending a few minutes towards the end of the day. It doesn’t have to be the last thing you do before you end work but at some point, in like the late afternoon or where you’re getting towards the end of the day, spending about 10 minutes making a plan for tomorrow. The reason that we want to do this at the end of the day, instead of the beginning is so that we can have some mental separation from our work. So even if we’re an integrator, we still want to have some mental freedom from that. What this does is it allows us to then be much more present in our evening, whatever we’re doing. So we could be hanging out with our families. We could just like want to watch a Netflix movie and not be thinking about other things, helps with our sleep because we are not waking up in the middle of the night thinking, oh my gosh, I didn’t send that email or We’re not having trouble falling asleep because we’re ruminating about all the things we didn’t do today or all the things we need to do tomorrow. Then it also really helps in the morning because now you don’t have that activation energy or that feeling of just waking up and being like, ugh, I don’t even know what the day holds and I’m a little anxious about it because you have an actionable plan now. So to do something like this, it doesn’t have to be lengthy or effortful. It’s really just looking at your task list, looking at your calendar and fitting those things together saying, do I have time for what I’m intending to do tomorrow? If not, then I need to cut some of those things so that I’m starting out ahead, I’m starting out from a position of being actually able to accomplish the things that I’m telling myself to do instead of looking at my entire list all day all day long and trying to just pick and choose and pull things from that. [JOE] Yes, I think that’s so great. It’s a lot of these things, it’s funny, I didn’t necessarily do it on purpose, but I just noticed that if I know at the end of the day what’s on board for the next day, that I just can relax more. So you’re making me feel very good about my habits. What habits can we address that maybe I’m not doing? [ALEXIS] Well, you tell me, what’s an area where you feel like you’re, maybe struggling is too far of a word, but like, what’s an area where you’re like, ah, I could probably do this better? [JOE] Yes, I mean, I think, how would you say for like say health habits or life habits, like what would you recommend in regards to just how to stick with things? For example, I was planking every day for a year and then that fell off and I’m back to doing that but any recommendations around those personal things that fuel our goals in personal lives? [ALEXIS] Yes, so I think a couple of things that I would think about here is one, what are the things that you really want to be doing and why? Because I think that so many times, we’re like, yes, I just need to eat healthier, I need to exercise more or whatever. But we need to actually be clear on whether this is something that’s really important to us, or whether it’s something that we just think we should be doing as it’s a big old out there. So I think getting clear on a couple of things that we want to be working on, I would say definitely don’t try to be working on too many habits at once, or trying to build too many habits at once. I remember I had a client one time who he was like, yes, I’m just really struggling because like I’m just not making progress on any of these habits. I said, oh, well, like let’s take a look at them together. He was trying to build 32 habits at one time. I was like, okay, let’s take this down to a maximum of two that we’re working on at a time. You can add them in once they’ve become more stable. Then the other thing is we want to look at what habit strategies are likely to work for us based on either what’s worked in the past or what sounds good. So there are a lot of different strategies out there that are backed in science, but they don’t work for everyone. A few of these strategies are things like pairing. Where you take something that you are trying to build that you’re trying to do, and you pair it with something that you actually enjoy doing. For a lot of people, this is around exercise where maybe you say, okay, I am only allowed to watch this guilty pleasure TV show or whatever it is while I’m on the treadmill. Or I’m only allowed to listen to my favorite podcast while I’m on a run or something like that. That works really well for some people, doesn’t work at all for other people. There is the strategy of don’t break the chain or streaks where you know you’re trying to do something every day and you really want to not break that chain, not break that streak. You’ll see a lot of apps out there using this, like Duo Lingo uses this and of course, Snapchat had their streaks feature, lots of things like that. But this also can work in our personal habits for our personal lives. A strategy that actually works for most people, I would say is the strategy of convenience or inconvenience. So how can you make something easier for you to do? We’re more likely to do things that are easier for us. How can we remove friction? Then some things that we we’re trying to stop doing, maybe we’re trying to break a habit, how can we increase friction so that we are less likely to do that thing? Some examples of this might be what I’m trying to, I’ll give one for my own life. I run maybe five or six times a week and, on the weekends, I always put on my running clothes first thing because that means that at any point in the day when I have 30 minutes, I can just quick pop out on a run, come back. I don’t need to muster the energy to get my clothes on. I don’t need to find my shoes. They’re right at the door. It’s just convenient. Another, this is a classic study that they’ve done around inconvenience is that when people are trying to eat healthier, they’re trying to not eat as much junk food., if you have junk food out on the counter versus junk food, one foot above in a cabinet with a closed door, people eat about three times less when it’s in a cabinet with a closed door, even though it is just as accessible. So really it doesn’t take that much to make something more inconvenient for us to be able to try to break that cycle of the behavior. [JOE] I always put pistachios in front of any of our junk food so that, because I know that there will be a time that I want Pringles and they’re in my house for a reason because I like Pringles once in a while, but do I want to have Pringles every single night? No. So I put the like healthy nuts in front of all of it just to be like, do you really want to go to the Pringles? You’re going to have to move the pistachios out of the way [ALEXIS] Exactly. I mean, I do the same thing. I love chocolate and I keep it in my house, but I actually keep it on the top shelf of just someplace in our kitchen. I am not able, like I’m not so super tall and so I am not able to reach this shelf without climbing on the countertop. So it’s just a little bit of a barrier. It’s like, how much do I want this chocolate? Do I want this chocolate enough to climb up here on the countertop? [JOE] Oh man. Well, the last question that I always ask is if every private practitioner in the world were listening right now, what would you want them to know? [ALEXIS] I would want them to know, I think private practitioners, were solopreneurs often, and the one thing that I want you to know is that you don’t have to work all of the time to make your practice successful. You need rest and relaxation. This is actually essential for productivity, for creativity and so it is not a failing, a moral failing, like your business won’t fail if you are not working a hundred percent of the time all of the time. Productivity isn’t about doing all of the things, it is about doing what you intended to do. So if you intend to rest on the weekend, that’s a productive weekend. [JOE] Oh, I love that. If you intend to rest on the weekend, that is a productive weekend. Well, if people want to connect with you, if if they want to learn more about your methods, what’s the best place to send them? [ALEXIS] They can go to my website, alexishaselberger.com, which I hope you’ll put in the show notes because nobody will be able to read that [JOE] Yes, absolutely will. We absolutely will. [ALEXIS] Once you’re there you can download a distraction action plan for free. This is something that helps you think about what your distractions are and come up with really concrete things you can try to be able to remove some of those distractions because distractions actually studies show steal up to about a third of our workday. So this can help you gain a lot of things back. You can also find me on Instagram at do.more.stress.less or my YouTube channel Do More Stress Less. [JOE] Oh, so awesome. Well, thank you so much for being on the Practice of the Practice Podcast. [ALEXIS] Yes, thank you. It’s been a great conversation. [JOE] I love that final statement that if you intend to slow down or to relax on the weekend and you do it, that’s a productive weekend. I mean, that aligns so much with Thursday is the New Friday, the book I wrote just over a year ago. It came out all about the four-day work week about how when we slow down, we actually get more done and we can focus on the things that we want to focus on. So go take some action from this. Even if that action is sleeping in on Saturday or it may be getting some things knocked off your to-do list that are really important and the best things to do. It may be that you’re just getting your kids lunch made the night before so you have a less stressful morning. So go take some action in that area. Well, we couldn’t do this show without our amazing sponsors and honestly, The Receptionist is one of those sponsors, The Receptionist for iPad, it’s a simple, inexpensive way to allow your clients to discreetly check in and notify the providers when they arrive. The software sends an immediate notification to the therapist and even asks if there’s patient information that needs to be updated. You can start your 14-day trial for The Receptionist for iPad by going to thereceptionist.com/practice. When you do, you’re also going to get a month for free. So check that out over at thereceptionist.com/practice. Thank you so much for letting me into your ears and into your brain. Have an amazing day. I’ll talk to you soon. Special thanks to the band Silence is Sexy for your intro music. This podcast is designed to provide accurate and authoritative information in regard to the subject matter covered. This is given with the understanding that neither the host, the producers, the publishers, or the guests are rendering legal, accounting, clinical, or other professional information. If you want a professional, you should find one.