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How To Conduct Meetings That Change The World

Meetings have been getting a bad rap lately with countless articles coming out about why you shouldn’t bother having brainstorming meetings and just saying no to meetings. I agree, there are few things more frustrating and counterproductive as purposeless meetings. But that doesn’t mean meetings must be abolished all together. It is in meetings that we can collaborate, brainstorm, inspire each other, and come up with or renew a vision that guides our long term pursuits.

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You have to admit, there have been some pretty productive meetings in business history. It was at an informal lunch meeting in 1994 that John Lasseter and three writers at Pixar drafted ideas for four of their most successful films (Finding Nemo, Bug’s Life, Wall-E, and Monster’s Inc.). From that one lunch came the spark that eventually (after a whole lot more hard work by hundreds of people) resulted in four films that earned a combined total of over 1 billion dollars, 15 oscar nominations, 3 oscars, and 2 sequels. Now I would call that a successful brainstorm session.

Another lunch that changed the world was when a Mr. Charles Rolls, owner of one of the first car dealerships in the world, ate with Mr. Henry Royce, a forward thinking engineer. Their goal was to create “the best car in the world.” The two realized that by combining their talents they could do something nobody had done before. They immediately signed a partnership that lead to great leaps in the automobile industry.

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So what are the characteristics of meetings that have really changed the world? I decided to do a study of some of the most impactful meetings in history to see if I could find principles that they shared:

Keep it small.

One thing that all of the the successful meetings I looked at shared was that they were small and tight-knit. Every person invited was critical to the conversation. By inviting too many guests, you risk attendees becoming inattentive. Also, people are less likely to share their honest opinions and beginnings of ideas to a large crowd. 

Steve Jobs was famous for keeping his meetings as tiny as possible. He would actually ask individual people why they were there. If he wasn’t convinced by their pitch, he would show them the door.

Come prepared, but keep it informal.

Meetings are a time where people who are passionate about something can share ideas and get feedback. They should not be a time to hide behind power points haphazardly pieced together beforehand. Everyone who comes to the meeting should come with an agenda in mind and a part of the meeting under their control. Try to avoid formal presentations which tend to be long and boring.

Once you have the right people there, they should be free to say whatever they need to say. A comfortable atmosphere is important so that decision makers don’t hold back from being honest.

Don’t forget the food.

There is something about food. The idea of negotiating over a meal is not a new one. In fact, it has been done across the globe for as far back in time as we can track. Now studies are being conducted to test what it is that makes sharing a meal the most profitable time for business. 

Perhaps it is because sharing a meal helps you to relate to your business partners. Food lightens the mood and creates a shared experience that makes people relaxed and comfortable.  

Also, working over a meal gives you captive time. People expect to spend more time eating than they would in a non-food based meeting. And yet, because they have something to munch on they are less likely to get bored and gravitate to their phones or other distractions. 

Not to mention food gives your body brain power to keep your neurotransmitters working their very best. Eating immediately raises glucose levels which helps the brain work through complex activities.

Meet when you are desperate.

Never call a meeting without a clear goal and deadline. For meetings to be productive, you need a certain amount of desperation driving people to set forth their best ideas and then work through their differences.

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When the big three, Roosevelt, Churchill, and Stalin met in Tehran to discuss strategy for WWII, they each came with their own conflicting agendas. And yet, because they realized that people were dying every day in unthinkable numbers and the fate of the war and the world lay in their hands, they were desperate to work through their differences.

Against all odds, they were able to work together and create plans for D-Day and other strategies that led to a remarkable Allied victory.

The point is, don’t just call for meetings willy nilly. Call for meetings when you have a specific agenda and a desperate problem to solve. Bring in only the people who can help solve the problem. Lead the meeting with a  sense of urgency to keep your attendees off their smart phones and focused on the task at hand. By following these tried and true principles, you can plan future meetings that result in your own landmark victories.

Business, Freelancers, Productivity & Lifestyle, Uncategorized, Work & Office

You Need To Know That The World Needs Your Idea

You have a great idea. You are willing to give it time, money, and emotional stamina because you see a problem that doesn’t have to remain. You see an innovation that could change how people do things forever.

Your idea is all you want to talk about at get-togethers with old friends. It drives you to work late into the night. It wakes you up early in the morning. Things are going well and then BOOM.

One day you wake up on the wrong side of the bed, forget your coffee, and begin to wonder, is it worth it? The cloud of self-doubt overshadows you. You are doubting your idea. You are doubting if it is possible. Even worse, you are doubting whether or not it was even necessary in the first place.

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PC: f3fundit “I Feel Like A Fraud”

I am here to tell you, the world needs your idea.

Whatever it is, from small niche to audacious new enterprise, the world needs it and the world needs you to make it happen. It is the innovations of entrepreneurs like yourself that really change our world.

Every election year, presidential candidates juggle smooth slogans and catchy sound bites about changing the country and the world, but how much can they really do? Our country was designed with built-in gridlock. Our founding fathers didn’t want governmental change to be easy or fast. They worried that people might be stirred up by events to make big changes with long-term problems. As a result, change in government is slow and gradual, baby step after baby step, with a few leaps backward along the way. Innovation is almost impossible.

Big businesses are often too afraid of risk. This hinders them from pushing the limits of science, technology, and what people have tried before.

You, on the other hand, do not have a speed limit. If you believe wholeheartedly in your idea, you can take a great leap forward that nobody else can. Think of how much our daily lives have been changed since the recent invention of the iPhone and Facebook. People like Steve Jobs and Mark Zuckerburg have had ideas, executed them, and actually changed the world within their lifetime.

Entrepreneurs are uniquely placed to make big changes and execute big ideas. They can find problems and solve them far quicker than those working through the baby step system of government and/or big business. You are needed because you can take risks. You are not afraid of failure.

Entrepreneurs find problems and solve them. Whether you are working directly for a ‘good cause’ non-profit organization (DuoLingo, Khan Academy), or fixing a problem to make a profit (AirBnB, Apple), either way you have the ability to change the world for the better.

Maybe your idea seems arbitrary to some. Entrepreneur.com recently published an article about why the world needs more brilliant stupid ideas. The article charges entrepreneurs to look at the world through a “stupid filter” and see all the potentially lucrative albeit dumb sounding projects. For example, doggles, fashionable sunglasses for dogs, may at first glance sound like just about the dumbest thing ever. But doggles is a real company that makes over 3 million dollars a year.

Perhaps dog’s sunglasses aren’t fixing any huge horrible problem in our society, but it is providing jobs for hundreds of people. There are 202 million unemployed people today. As long as there are unemployed people, the world needs entrepreneurs to expand the economy and accommodate the increasing numbers of job seekers.

People will tell you that it is stupid. People will tell you to give up. No one else may believe in you, but you’ve got to believe in yourself. Turning ideas into reality is hard work. If you have a passion for your idea, that passion will become the intensity you need to travail until your idea is produced. No one else has the vision and passion to make your idea come to life.

Remember that in 1903 the president of a bank warned an investor against Henry Ford’s automobile by saying “the horse is here to stay, but the automobile is only a novelty, a fad.” The radio was poo pooed in the 1920s when potential investors said “the wireless music box has no imaginable commercial value. Who would pay for a message sent to nobody in particular?” And Walt Disney was once fired by a newspaper company because he “lacked imagination and had no good ideas.”

There will always be people to doubt you. Don’t doubt yourself. Only you can make your idea happen. So get back to work.

Many of life’s failures are people who did not realize how close they were to success when they gave up. – Thomas A. Edison

Business, Personal Productivity, Productivity & Lifestyle, Work & Office

10 Things Thomas Edison Taught Us About Productivity

Earlier on the blog I talked about one of our most productive presidents, Thomas Jefferson, and what we can learn from his habits. I am still a firm believer in learning from history and past successes. So today I wanted to discuss possibly one of the most productive people of the 20th century, Thomas Edison.

Whether or not you like Edison as a person (his character and morality have been questioned more and more in recent years), you have to admit that the guy was incredibly productive. Edison received 1093 patents in his lifetime, an all-time record. What is even more amazing? Almost every single one of his patents are tied to commercial successes. Want a sampling of some of the industries Edison influenced? Well, he invented the phonograph and kick-started the recorded music industry which is now worth over 150 billion dollars. He created the company General Electric after inventing a marketable electric light. He experimented with batteries and portable energy. He also invented moving pictures and kick-started iron ore mining, telecommunications, office and copying technology, cement, and electrochemical therapy.

Thomas Edison

How in the world did Edison fit so much creativity and invention into one lifetime? Here are the top 10 principles that he followed:

1. Forget talent, genius is hard work

“Genius is hard work, stick-to-itiveness, and common sense.” – Thomas Edison

Edison claimed that he was not born particularly talented. He was a firm believer in hard work and perseverance. It was character traits and good habits that made him successful, not some sort of genius gene.

What if you just aren’t as creative as him? Edison also claimed that “invention is two percent inspiration and 98 percent perspiration.” Those who knew him claimed he had zero tolerance for lazy people. Never write yourself off because you aren’t as smart or creative as the great successes around you. All you need to be great is hard work.

“There is no substitute for hard work.” – Thomas Edison

2. Stay in touch with your customers

We all know Thomas Edison as America’s great inventor, but some don’t know that he was also a marketing guru. In 1869, Edison invented an electronic vote counter with the ability to greatly reduce the hassle and time it took to vote. To his astonishment, the counter turned out to be a huge flop. Why? Because legislatures didn’t want efficient voting. They wanted time for deliberation and lobbying. From that early failure, Edison realized that his inventions must fix his customer’s real problems, not the problems that he assumed they would have.

“Anything that won’t sell, I don’t want to invent. Its sale is proof of utility, and utility is success“. – Thomas Edison

He forced himself to refrain for inventing anything purely for the sake of inventing it. Instead, he went out and found real problems people were frustrated with and designed his inventions to solve those problems.

3. Don’t be afraid of naps

Thomas Edison boasted that he slept for only a few hours each night and could work for three days straight. However, his dirty secret lied in an unusual ability to take power naps. Edison was famous for napping anywhere and everywhere. He sometimes napped for up to three hours, multiple times a day! One of his assistants insisted that his “genius for sleep equaled his genius for invention.”

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This ability to power nap allowed him the flexibility to get into the zone and work for incredibly long periods of time. He could charge up on sleep whenever it was convenient or whenever he needed a creative boost.

“The best thinking has been done in solitude.” – Thomas Edison

4. Remember that failure is your friend

One of Edison’s biggest keys to success was his attitude toward failure. He saw failure as an opportunity to learn something and grow and was never discouraged by it.

“Negative results are just what I want. They’re just as valuable to me as positive results. I can never find the thing that does the job best until I find the ones that don’t.” – Thomas Edison

5. Never give up

“Our greatest weakness lies in giving up. The most certain way to succeed is to try one more time.” – Thomas Edison

Thomas Edison was the epitome of perseverance. He claimed to have tried thousands of different filaments before finding a cheap but reliable substance to use for his electric light bulbs.

“Many of life’s failures are people who did not realize how close they were to success when they gave up.” – Thomas Edison

6. Take Notes

By writing your ideas and thoughts down on paper, you free your cognitive resources to stay focused on the task at hand. To date, five million pages of Edison’s notes have been found and preserved. He used notes for many different purposes. He kept organized files so that he would never have to do the same research twice. He also kept to-do lists and reminders to keep him on task. He also had messy notes filled with mixed up inventions, attempts at poetry and calligraphy, and the occasional new idea. It seems as if he almost used paper as a medium for better expressing the workings of his brain and finding new ways to synthesize ideas.

7. Challenge Assumptions

Thomas Edison endured all of twelve weeks of formal education in his life. Soon after he enrolled in school as a young child, his teacher complained that he was hyperactive and stupid. So Edison’s mother pulled him out and taught him herself at home.

Edison viewed his lack of formal education as a blessing. He said it helped him to be innovative, to challenge assumptions. When tackling a new invention, Edison tested wildly. He often tried (and occasionally succeeded in creating) things that scientists considered impossible.

8. Don’t work alone

One of Edison’s greatest inventions was the method he used to invent. He designed a dream laboratory and filled it with talented men, giving them the freedom to explore their own ideas. He built his space with huge open rooms where people could talk and work. There were no set hours, but all the men worked long and hard and seemed to enjoy it. It was, in a sense, the first research and development lab. Apple and Google both model their headquarters after Edison’s famous wizards park.

A lot of people compare Thomas Edison and Nikola Tesla. While Tesla was most certainly a brilliant inventor, he did not come near Edison in invention output over his life time. One of the key differences between them was that Tesla insisted on working alone, whereas Edison had the advantage of a team of guys helping him to get more done in less time.

9. Set expectations

Edison was a firm believer in to-do lists. Here is a peek at one he wrote in June of 1888,

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Cotton picker, new phonograph, electrical piano, that is just a sample from one of Edison’s crazy to do lists. It may seem overly ambitious, but that was just the first page of his list! He had four more pages with over 80 invention ideas scribbled down!

Edison had what he called an “Idea Quota” that required him to invent a minor invention every 10 days and a major invention every 6 months. He is a testament to what human beings are capable of if we don’t settle for low expectations.

“If we did all the things we are capable of, we would literally astound ourselves.” – Thomas Edison

It is also possible that his high expectations and specific deadlines were the pressure he needed to get creative juices flowing.

10. Do what you enjoy

“I never did a day’s work in my life. It was all fun.” – Thomas Edison

Edison set high expectations for himself. His friends and family accused him of being a workaholic, and for good reason. However, he didn’t see it that way. He genuinely loved inventing. In fact, he claimed that he really didn’t work at all. He enjoyed everything that he did. So if you want to be successful, find something you are passionate about and pursue it with every ounce of strength in your being.

So you see…

Edison was a power house of creativity and invention. He accomplished an almost unbelievable number of projects in his lifetime. If there is such a thing as being too productive, Edison would be the perfect example. He was so focused on work that his family suffered much. He was not close to any of his children. In fact, one of his son’s used aliases all his life because he felt so disconnected from his father that he did not want to be associated with him.

Not only did Edison’s family suffer, but his employees were overworked, and not always given the credit due to them. Edison was so focused on success and invention, that he became overly competitive and sometimes resorted to shady deals and idea theft to get ahead.

While Edison isn’t a perfect role model (nobody is perfect), no one can deny that he knew a thing or two about getting things done. By taking his mantras and life lessons without his all overly extreme gusto, perhaps we can learn something and push ourselves forward to better productivity.

FreshBooks time tracking
App Updates, Business, Freelancers, From the Hours Team, Hours App, Technology, Tips and Tricks, Work & Office

Hours Integrates with FreshBooks

Hey there! We’ve got some incredibly great news for you. We’re thrilled to announce that in the latest Hours update, we’ve teamed up with FreshBooks so that you can use the #1 cloud-accounting service with Hours. Starting right now, you can send your Hours data to FreshBooks and enjoy these long-awaited features:

  • Professional invoicing
  • Team time tracking
  • Data on the web, advanced reporting, and much more

Did we mention you can try this all for free?

You’re probably saying to yourself right now, “Oh my goodness, this is all I’ve ever wanted in life. How do I get started?” Don’t worry, we’ve got you covered. We worked tirelessly on this process to make sure that you wouldn’t have to.

To get started, make sure you’ve updated to the latest version of Hours. Then, tap the “Get started with FreshBooks” button. From there, you can sign up or log into an existing account.

Once you’ve signed in, tap the “gear” button in the top-right corner of the screen. From here, you can add existing timers within Hours to sync to FreshBooks, send data with a single push of a button, and so much more.

Sync Hours with FreshBooks

Hours now provides you with all of the tools to be a time tracking and accounting wizard. Get the Hours update and start your FreshBooks free trial now!

Learn more about Hours + FreshBooks ☞

P.S. We saw the torches and pitchforks, and we embraced your feature requests with a smile. Your unparalleled passion for Hours only motivates us to make Hours bigger and better with every update. You can now customize your start day of the week! You’re welcome. We love you.

Are you as excited as we are about our new update and integration? Sound off in the comments below.

Business

You could be wasting $50,000 a year by not tracking your time

AffinityLive, a professional service automation company, recently tracked over 500 professional service workers to figure out just how much money they wasted by not tracking their time. What did they find?

They said that 40% of respondents never tracked time they spent reading and responding to email and only 33% said that they always/often do. How much could you be losing by not tracking your time?

  • Forgetting to track emails can cost professionals $50,000 a year.
  • Not tracking meetings costs up to $32,000.
  • Lost time due to insufficient records could cost a company $1,654,875 a year in leaked revenue.

Don’t believe me? Here is how it works:

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The ALA (American Lawyers Association) has said that contemporaneous time keeping (or tracking time as you go) is by far the best method. It helps you to stay honest, focused, and realistic. Most importantly, it helps you to avoid losing money by not tracking the right amount of time. In fact, Attorneys at Work reported that people who reconstruct their time entry at the end of the month can lose up to 55 – 70 percent of their hours! Meanwhile, law firms that practice contemporaneous time keeping generate 25-40% higher revenues every year.

What is stopping people from contemporaneous time keeping, despite the fact that it is proven to be the best method? Well, until now it hasn’t been practical.

Gretchen Gavett, writing for the Harvard Business Review, explains that back when people used faxes and letters for communication, one would generally spend 15-20 minutes reading and thinking about a correspondence and then 45 minutes drafting the reply for a total of an hours worth of time. Then it would take about three minutes to track the time on old fashioned time sheets. In the end, the tracking took only 3% of the total time of work.

Now email communication moves much faster. You may spend 30 seconds reading an email and only five minutes responding, but it still takes you three minutes to track the time on a cumbersome time sheet. That means your tracking time moved from 3% to 60%. It no longer makes sense.

She argues that the way we conduct business has changed and yet the way we track that business has not. Technology companies are to blame for not filling the new gap.

Gavett’s article, Workers Are Bad at Filling Out Timesheets, and It Costs Billions a Day, is extremely interesting and relevant for the Hours app. What is the solution for all this wasted time and money? Better technology!

Here at Tapity, we strongly agree that the current time tracking model is broken, and that all the stress and waste it entails can be easily avoided. Now with Hours for the Apple Watch, there really is no excuse not to keep time contemporaneously. Without any hassle or wasted time, you can keep track of your time on the fly. We sure hope that the Hours app can help to reduce all this wasted time by providing a quick simple way to track billable time and rid the world of cumbersome time sheets for good.