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Page 1: Ninja Productivity eBook

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Table of Contents

An Introduction to “Ninja Productivity”...............................................................................3

Developing Unshakable Focus on the Task at Hand.............................................................5

If You Only Get One Thing Done Today, Do This.................................................................7

Only a Tired, Broke Entrepreneur Does Everything Himself..................................................9

Think of Your Workweek as a Budget of Hours..................................................................11

Setting Time Limits on Your Business...............................................................................13

Can You Think & Act at the Same Time?...........................................................................15

Your Steel-Walled Bomb Shelter for Undistracted Work......................................................17

When the Going Gets Tough, Quit (Answering the Phone).................................................18

Have You Considered Speed Reading?..............................................................................20

Maximizing Your Time R.O.I.............................................................................................22

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An Introduction to “Ninja Productivity”

If you're reading this, then you are probably a working professional or business owner who is ready to slice through the clutter, confusion, and “busy-ness” and are ready to get down to business this year crushing your goals!

In today's environment, there is so much out there competing for our attention and time, that it can be challenging to get the results you want (more income, more clients, etc). It might seem like you try very hard, put in a lot of hours, learned quite a bit, and have done okay but are still not where you know you can be.

It's Not About How Hard You Work

If having good intentions or working hard were all it took to succeed, then people raised on farms would be the wealthiest people on earth! But the problem is, it takes more than hard work alone.

You're probably working hard as it is, but the rewards are just out of reach.

You might already have everything you need to succeed, but your power to achieve it is diminished, stolen by Time Bandits when you weren't paying attention.

This is where your Ninja Training will come in. The philosophies, strategies, and tactics covered here will show a few key ways that you can cut through the clutter and stay as focused as a Shaolin monk on your goals—from conception all the way to completion.

Act Through Your Fear

Some of these measures may seem ruthless or harsh. I'll call them daring and bold. The secret to the deadliest ninjas' effectiveness is that they have overcome their fear of death.

Of course, you don't have to be fearless, but if you want to reach your dreams strongly enough, you will find the courage within you to take assertive action, try new things, and even make radical changes in your thinking and behavior.

So take advantage of these deadly techniques...they have worked well for many, and may be the key to helping you reach enlightenment—defined as that passionate, peaceful state of flow where you are doing what you love for a cause you believe in, completely focused and absorbed in the task at hand.

Doing this consistently will help you to also reach your other specific, tangible goals like “Generating $100,000 of revenue this year” or “Launching a new product.”

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Your Journey Begins

So with that in mind, the following chapters have been arranged to take you first through some inner shifts that can help you start out right as a Productivity Ninja.

Then, you'll learn some general strategies for using your time, and then deadly finishing moves you can apply to your working environment and training.

Your journey begins here...Good luck!

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Develop Unshakable Focus on the Task at Hand

They say that what you focus on increases. Just from the power of your attention being on something over time, things grow naturally and sometimes effortlessly through you and others as a result.

Stop right in the middle of your work one day and ask yourself: Do I know what one thing I am supposed to be achieving at this minute in time?

Bring the task at hand back into focus, and then get back to work on it without getting caught up in new thoughts and letting yourself drift away again. But you will again, if you're human, and that's fine.

My point is: Get in the habit of recognizing that you're distracted quickly when it happens, and then quickly letting the distraction go and getting back on track again.

If you keep the task at hand on your mind as you work, you will be more focused, effective, and fast, without having to feel rushed or strained. And it takes 2 seconds to do.

But with this added awareness will come more power to achieve what you want. Now, you can be doing exactly what you're working on at the moment and not be half-asleep. Don't live on auto-pilot...Work hard and play hard!

This is HUGE if you have A.D.D. Or otherwise find yourself skipping from one task to another every minute (on the minute).

Strategies for Staying Focused

So let's say that the task at hand is writing a blog post:

• If you get a great idea about another post or something else besides this post, jot it down quickly and get back to writing your post.

• If you get a phone call, check the Caller ID to see who it is—and save it for later if it can wait.

• If you feel like checking your email, resist the urge. Get back on track.

One way to stay focused on the task at hand is to write it down before you start on it. This helps you to 1) Choose the most important thing to work on, and 2) Stay on track once you’ve started until you're done.

If you think that writing down what you’re doing would be a pain because you’d have to

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update it every 2 minutes with “Answered the phone” and “Sent an email,” that's EXACTLY why you should use a time log.

You might pick one thing and work on it for 10-20 minutes, then move on to doing emails all at once. Grouping tasks together to do in one sitting is a powerful way to stay focused, save time, and not be distracted.

There are several good time-management planners and time journals out there. But no matter which one you use (or even if it's jotted down on some nearby paper) recording how you actually use your time can be just as effective as planning how to use your time in the first place.

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If You Only Get One Thing Done Today, Do This

Each of us has days where our time is limited (i.e., every day), but then there are those days where something comes up and leaves you with a severely reduced amount of time to get anything done.

This is especially common if you have a full-time job or business elsewhere and struggle to find the time to market your business and provide your service on the side.

Conflicts will happen. Life happens. So here's some thoughts on how to respond when it does.

Let's say that your daughter’s birthday is today and you’re going to be with family from the minute you get home from your full-time work.

By the time the celebration is over and the kids are in bed it will be just shy of 9:00–too late to make any other calls to prospects for the night (if that's how your business works).

It’s now 12:30 pm and it feels like there are a million things that need your attention. If you work like heck, you might be able to free up 30 minutes throughout the day to take care of the most important items. What do you do?

If you do nothing else today, do this: Call Your Prospects

This is “the stack” that each of us has. For most of us, it’s a stack of leads with the names, contact information, and notes of every person who has called you in response to one of your marketing methods.

You can also use a more sophisticated method by storing contacts online somewhere like Highrise.

At any rate, calling this stack of leads is the one thing that, if nothing else, you want to make sure to do EVERY day.

Here’s why:

• There is nothing more important.

If you miss contact with a hot buyer today, then this will be the very same day that they decide to accept someone else’s offer because they didn’t hear back from you. Has that ever happened to you? Nothing is more frustrating.

Considering each new lead gives you the chance to make potential profits, I’d say that

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plenty of other stuff can afford to get put off another day.

• Everything else can wait.

Don’t let any new deals slip away like a fish you almost landed in the boat by getting distracted with paperwork, planning, paying bills, etc. Spend time first on closing new business, then take care of the rest in the remaining time. Just trust that this will all work.

Many of us put off doing this because of hidden fears...make sure you're not procrastinating just to avoid this!

• It can be done in a short amount of time.

Let’s get real–people you call don’t usually answer the phone each time you ring anyway. 30 minutes should be more than enough time to call your hottest prospects back first, and then everyone else later if you still have time. Go through your leads, seperate the best ones, and call them first.

Even if you’re just telling them that you’ll get back to them soon, they will appreciate being in the loop.

• It’s likely that no one else can do it for you.

Unless you have a trained assistant who knows how to communicate with prospects, you are probably the only one in your company who can contact these leads. If you do, then congratulations. Replace “Call Your Prospects” with “Send Your Assistant Their Daily Assignment.”

One more tip…

Regardless of how and when you do it, contacting your interested leads is the one thing that, if nothing else, you simply must take care of every day, even if you only have a few minutes to work on your business.

And, even if it’s a day when you have a ton of free time, it still makes a lot of sense to do this task early on in case you get barraged with work later.

Then, with it done, you can rest assured knowing that no matter what crisis or surprise comes up later in the day and sucks up all your time, the most important and profitable thing has already been taken care of. Put generating the money first and everything else will get its turn—I promise!

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Only a Tired, Broke Entrepreneur Does It All Himself

Why do you think most entrepreneurs start a business to begin with?

Is it because they like wading through legal forms and government compliance paperwork?

Is it because they savor sending emails and talking on the phone so much that they found a way to make money doing it?

The odds are that if you’re anything like me, you don’t take on the demands and risks of starting a business just for the fun of it. The odds are you’re in this to make money.

The secret, of course, is to get some hired help, which a lot of us feel we ought to, or have heard about how crucial it is, yet few people actually do to the degree that would help them reach their goals faster.

Some people try it once, have a bad experience hiring the wrong person, and conclude that "you just can’t find good help these days.” I think more people never even take the first step and consign themselves to a life of routine chores.

Just understand that if you are going to outsource work, something will go wrong a percentage of the time. Don't freak out...expect this! Plan for it!

For example, if you were writing a book and looking for a free-lance editor to help, imagine if you hired the best three to edit only the first chapter of the book. The odds are that one of the three won't be to your liking, and you'll have had an apples-to-apples comparison of the other two on the job.

In this way you can skip over the larger hurdle of hiring one person and spending a few weeks finding out they're not the right person for the job—halfway into the project!

Time to Analyze Your Time

So how many hours do you work each week, and how many hours do you really want to work?

If there’s a big difference between these two numbers, outsourcing will get you there. Otherwise, things will never get better, no matter how many promises you make to your spouse.

Or, if you are happy with the hours you’re working, ask yourself, "How much more could I get done if there were another me getting at least 50% more done than I am now by myself?"

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In this case, an assistant is also the answer to getting what you want.

While every entrepreneur is different, many of our challenges tend to be the same. We're all busy! But the difference is he who outsources can work several days in the time of one, and he who does it all alone is limited to one day's pay for one day's work.

If you haven't discovered this yet, I can assure you you'll wonder how you ever survived as long as you did without it.

Got that business goal or project that would make your revenue go up? Just hire some help.

Find the right person and put them to work immediately. Don’t put it off any longer.

Do it now, and you’ll thank yourself for the rest of your life.

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Think of Your Workweek as a Budget of Hours

I mentioned before that limiting your workday to a set number of hours, preferably a shorter number, so that you can get more done in less time, do the most important things, and have a balanced life—or maybe even a social life.

So here’s something else to think about…Think of your workday like you would a financial budget for some sacred fund (like church donations) that you've promised to safeguard and monitor closely.

The time you have each week to get results is limited, so you have a budget of hours just like you have a budget of dollars. And give your time budget the same discipline and respect you'd give (or we all know we should give) to your financial budgets.

Staying Within Your Time Budget

For example, pretend that you and your spouse have a personal budget of $400 per month for groceries, and it’s the last week of the month, and you’re at the grocery store with a cart full of items that will cost you just about enough to make your total money spent on groceries this month to $400.

Then, right as you’re approaching checkout at the very end of your errand, you see something in the store that catches your eye. Maybe it’s on sale. Maybe it tastes really good. Maybe it’s something you’ve been meaning to get for a while and don’t want to forget to take home.

What do you do? Don’t buy it. Stay within the budget, unless you can put an item in your cart of equal value back on the shelf instead (or at least hide it somewhere nearby to save yourself the walk. Come on, we’ve all done it).

Your time budget is the same way. When it’s 4:55 and you’ve committed to stop working and go home at 5:00 but there’s some nagging task you really want to knock out but would take 30 minutes, DON’T BUY IT. Do it tomorrow or some other day. Go home and stay within your time budget. It can probably wait until later, just like that last-minute item at the store.

Is it Ever Done? YES.

Now I know that if you practice this, there will be painful days where you fail to do something important because you ran out of time and would not work later. But so what? Even on days I’ve worked 12 hours there are things I failed to get done. Is it ever all done? Each day has a beginning and an end, so it's really a matter of “Did I achieve today's priorities?” than “Is there anything left to do?” To the second question, the answer will

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always be “Of course.”

It will never all be done, just like you will never not need to buy groceries anymore. What’s important is how you manage however many hours are in your time budget.

Look back at your day and what you did. I bet there were some things you did that took 30 minutes that weren’t as important. The key is to budget, budget, budget…and then watch that thing like a HAWK.

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Setting Time Limits on Your Business

You know how work expands to fill the time allotted to it? Wouldn’t it make sense, then, to give yourself a shorter workday and see if you can get the same amount (or even more) in less time?

There are several benefits to picking a certain, smaller number of hours and then holding yourself to your goal:

Benefit #1: When your workday is over, it’s over.

You don’t have to worry about your workload encroaching onto your personal or family time because you now have boundaries set to work within.

If you tell yourself that you will be off work at 4:00, doggone it, and if you don’t do something before 4:00 it will have to wait until tomorrow, you can finally begin to have balance in your life again.

Benefit #2: You won’t always feel like you should be working on something.

Let’s say you’re home alone one night when your wife is away at what women call a “shower” (insert manly pasttime here if your spouse is male). The workday is over and you’ve now got 2-3 hours to kill. How do you spend it? Trying to catch up on work?

How about working on a hobby or doing something you really love instead? You’ll never get “caught up,” anyway, so why bother engaging in a fruitless endeavor?

Benefit #3: You’re forced to prioritize.

If you know that no matter what, you only have a limited number of hours per week to get your work done, you won’t waste time with things that are good ideas, but not urgent or as important as others.

Each week, I make a core list of things that MUST get done that week for my business to function (write 2-3 blogs, send my newsletter, follow up with JV partners, etc) and that’s the standard that I need to accomplish each week if I get nothing else done.

Then, I add 1-2 items to work on in addition to that. If I get those done, great. If I don’t, I can still rest assured knowing I got the most important things done.

Benefit #4: You will watch the clock more.

Knowing that you only have a short amount of time will help you not to waste any a minute. It will surprise you how much more quickly you can get a task done if you

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know that you only have a short time frame.

This isn't wishful thinking I'm talking about here, either. This has been demonstrated in workplace settings.

Only rather than trying to cram more things into your day than can possibly be done, you're taking a ruthless measure to intentionally limit your time (which then helps you to stay alert and focused during the day on the most important things—not busy work).

Test this for a week and see for yourself!

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Can You Think & Act at the Same Time?

A lot of the books and success education I've invested in over the years have emphasized how:

You don’t have to know everything in order to get started,

People use thinking as an excuse to procrastinate and delay taking action,

Better to do something and make mistakes than not at all,

Ready, Fire, Aim, etc.

I agree with all of the above, as fear can keep us from setting our sights high and so this deserves to be repeated. A regrettably high percentage of people who consume articles, books, and courses do not end up applying what they learn.

So how do you know when you've thought about something enough, and when you have enough initial information and strategy to commit and get started?

Finding the Balance

Here are my thoughts about the balance between spending more time thinking and planning what to do vs more time taking action:

• Action-oriented people tend to make more money and make it faster than thinker-brained folks.

• Action-oriented people, while making more money, tend to be constantly busy and overwhelmed with business (because they are doing deals, which is a good problem to have compared to an empty planner and matching bank account.

• At some point, though, you will have to start thinking and planning your next initiative, or how to keep the higher workload running smoothly. Until then, be willing to have the world's messiest process and desk space—as long as you spend most of your time marketing and promoting your business. The rest can wait.

• This, then, will require someone to balance meeting today’s needs and goals (action) with planning and creating processes and systems (thinking).

• This is hard to do, as most folks are either one or the other, but must be done and with the right proportions.

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The pathway to progress is, then, to FIRST become used to taking action without having all the facts or everything in place (unless you already are), and THEN learning how to force yourself to take a few hours per week and EXAMINE the way you’re doing things and devise ways to do things better.

Personally, I spend about 10% of my working time on planning, learning, and goal-setting. The rest is effectively spent carrying out those plans myself and managing the results of others on my team.

But for now, I just want to emphasize that action is good, thinking is good, and doing both in the right proportions is the key to getting free of your business.

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Your Steel-Walled Bomb Shelter for Undistracted Work

Sometimes the only way to get something done is to isolate yourself in what I call a “bomb shelter.” This can be any location where if anyone wants to get in and keep you from working on your business, they will have to go through 6 feet of steel walls before they can reach you.

Reserve your bomb shelter for those crunch times where you really need to write a report, finalize some plans, or otherwise work on something by yourself at rapid speed with total focus.

Couldn't this be done in your office or at home? Yes, and it will for the most part. But I'm always scouting for new places to work for 1-2 hours where I can have a change of pace—and where coworkers and family (though you gotta love 'em) will infiltrate and poison your work with the most toxic, radioactive substance known to man, which I call “Distractonite.”

Though my square jaw and single curl of hair on my forehead may liken my appearance to Superman, I freely admit a secret weakness to Distractonite.

It’s caused by people, ads, moving objects, TV screens, phones, emails, blips, beeps, sounds, windows, etc, that catch your attention and interrupt the state of flow needed for writing and other kinds of solo work.

So when you’ve absolutely got to get some work done…HIDE. Bury yourself somewhere deep in the bowels of the earth where no one can find you, and where the creeping clouds of Distractonite can’t penetrate and asphyxiate you.

Sometimes I go outside, or to the library, or to my car, or even to some slow-paced, quiet restaurant like the Flying J or IHOP and just crank it out (though politely making clear to the waitress that I won’t be needing anything else for the remainder of my time there).

Don't quote me on this, but I have it on good authority that the greatest works are usually birthed in a cloud of coffee, butter, and bacon aromas. Mmmmmmmm..........Anyway, I challenge each of you to find your own bomb shelter to use when you need to get away from it all, concentrate on what you’re doing, buckle down, and knock that project out.

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When the Going Gets Tough, Quit (Answering the Phone)

Sometimes I just hate the phone. The sound of it ringing...having to scurry and rush around, jumping over and around furniture in a Pavlovian response to its signal...I think we all know how overwhelming it can be.

Of course I'm glad to be in business, and talking on the phone is fine, but wouldn't it be nice to just use it when you want to and with whom you want.

Especially if you're working on something with a short deadline—do you have to answer the phone just because it rings?

A ninja strategy I've found to handle this is—just don't answer the phone when it rings.

Let it go to voicemail.

Why? One home-based entrepreneur named Alan did this for a month once, and counted the calls that he got...

Avoid “Ghost Callers”

60% of people did not even leave messages, which means that the call was not important in the first place. If it was, they would have either left a message or they're a telemarketer or someone you don't want to talk with anyway.

Oddly, these are often the same people that get upset when you don’t answer (even more reason not to pick up).

If something is not important enough to somebody to leave a message, it’s not important to me to find out what it is.

Postpone the Non-Urgent

30% of the messages were not about anything urgent. I responded to these by email, if I had their address. If I didn’t, I would either search for their email address online (by going to their website’s contact us page) and email them, or call them back at my leisure and hope they didn’t answer.

Your voicemail message could ask people to leave:

A) a detailed message so that when I call them back and get their voicemail I can leave a detailed answer, and

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B) their email address. I flat-out tell people that I am unable to return most phone calls, and to leave their email address. If they don’t leave it, I don’t call them back (with a few exceptions).

If people don’t respect my communication preferences, I do not respect their request to communicate.

Remember, you are not obligated to return someone’s call. You do not owe it to them. They called you. They interrupted you. You never said you’d call them back.

If you did, do it. If not, good for you!

It took me forever to get comfortable with not returning calls. Now I laugh in delight as I press the erase button on my answering machine. You can do the same.

NOTE: I'll just add here that you just want to screen out calls that are less important or urgent than what you're currently doing right this second. Don't take this to the extreme or you might wake up without customers or friends!

A Few Important Calls

A mere 10% were actually important, and merited a return call and not an email. These I returned myself or had my assistant do it. Isn’t this interesting? 90 PERCENT of calls could either be ignored or returned by email. Think about that!

Most communication does not require a verbal exchange. For the most part,it goes:

Incoming Message = Information + Question.

Outgoing Response = Answer.

Why this exchange needs to be done A) Verbally, and B) In Person is beyond me.

MOST PHONE CALLS ARE JUST REQUESTS FOR INFORMATION! Therefore, they can usually wait unless it's urgent and very important. Use your judgment here.

So long story short...find a way to get people’s questions from them and deliver responses in as timely a way as possible—and you will go from overwhelmed to focused and effective in an equally timely manner.

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Have You Considered Speed Reading?

Why Read Faster?

A while ago, I realized that as much as I love to read books on business, marketing, and my various hobbies and interests, it can take up a lot of time–time that I could be spending implementing the things I learned from the last book.

I've been a rabid reader for as long as I can remember, and I can and have sat with a book in front of me all day long (much to my wife’s chagrin).

In the last year, I’ve tried to get in the habit of putting off reading anything until it is time to do it, and then rapidly consuming a healthy yet limited amount of targeted information on that key topic as I can, and compiling it all into some kind of action plan.

This tends to get me better results, and when I need them, than just reading anything and everything.

This means that if you're planning on doing some Pay Per Click Marketing and want to manage your campaigns. You would probably be wise to get 3-5 books, ebooks, or courses on how to do that, then give yourself a week or two MAX to study them and figure out how to work what you learn into your existing projects and goals.

Then get started, and don't read any more 'till you've made some money. This works for a lot of people as a good balance between learning and earning.

Anyway, when you consider that some of your reading is actually time spent working on your business (because if you didn’t have a business you wouldn’t be reading business books, right?) then it makes sense to see how you can accomplish more in less time. One way to do this is through speed reading.

Alan's experience with speed reading

I know a guy named Alan who, while in college, learned how to read twice as fast without reducing comprehension.

He got the idea when he overheard classmates complaining about how much time it took to study each week. His thought process went as follows...

Even with the promise of reducing your study time by a mere 33% (he calculated that he himself was spending 3 hours per day reading textbooks, which would mean saving roughly 20-24 hours per month, enough to get a part-time job and pay his way through school)

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His classmates laughed at the idea and said it would never work, but he figured that spending $20 on a book or program with the potential to save a total of 320 hours of studying throughout the remainder of his college experience was a worthwhile investment, especially considering these same classmates were regularly spending commensurate amounts at the drop of a hat on trendy music, grease, and beer.

So he got the program shown above, and it worked for him. I recommend it, though at the same time there may be better books out there. But I at least know that this one works if you apply it.

Anyway, consider how speed-reading could help you:

1) Learn more at a faster rate, and therefore empower you to implement new business strategies faster (and make money sooner, not later)

2) Create more hours each week that you can spend doing things that create revenue, or by not working at all

3) Read quickly and with focus when it’s time to work, then put the book down when it’s time.

NOTE: If it took you longer than 2 minutes to read this, you should have been speed reading:)

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Maximizing Your Time R.O.I.

Two weeks ago, I kept a simple journal to track how I was using every minute of my time throughout one week, and I was able to identify over five hours of time spent doing something I could be easily delegating to someone else!

This may not sound like a big deal, but consider this:

• Five hours is a lot of time–especially if you only have 10-15 hours per week to run your business part-time.

What would you give for five more hours of productive, money-generating time each week? Or perhaps for five more hours of tennis, playing with the kids, reading, or whatever it is you love to do?

• I thought I was delegating everything I should be. But here, even the Master of Management has been caught red-handed, wasting his time. This goes to show that EVERYONE could stand to analyze their time every so often.

• What is your time per hour worth? If my time is worth $50 per hour, then I am wasting my time doing something that someone else could do for $10/hr. Or, as many virtual assistants charge overseas, $4-5 per hour.

The things I caught myself doing were repetitive business items like submitting an article to online article directories, getting other links to my website, copying the results of the previous week’s newsletter emails (# of opens, # of clicks, etc) into a spreadsheet.

I kind of rationalized for a while about how I needed to save money or whatever, but then I realized I had a few projects on the shelf that I could knock out myself in about 10-20 hours that could start generating more income immediately.

Remember: Your time is best spent starting and managing new projects that will generate more cash. Hire people to help you carry those out and get there faster. And by all means hire an assistant or someone to carry out the repetitive tasks that go on every week and month.

Let someone else hold down the fort. Your job is to create new ways to advertise, make sales, and add products and services to your lineup.

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So let's say I set out to find a virtual assistant abroad that I could outsource these tasks to every week and thereby free up 5 more hours of my time.

Total cost: $20/week

Time Savings: $250 (saving you 5 hours of your time, valued at $50/hour)

This ROI would be several time what I invested, as long as I spend the new time I save doing something that generates $50 per hour, like your new projects (new sales team, writing an ebook, testing new advertising methods—anything to create or increase revenue).

I challenge everyone reading this to find out how you could “trim the fat” each week by cutting off 2-3 hours of your work week and assigning it to someone else.

Then ask yourself what new project you could start, using your newly-saved time, and do the math. See for yourself how much more you could make by investing a little in others.

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