Ever wonder how people with crazy schedules stay cool through it all?
Yeah, there are times in my day where I wonder the same thing. In fact, not a day goes by where in some form I don’t think (or stress) about this.
But I’ve come a long way since I quit my day job and became an entrepreneur years ago, and I’d like to share with you how I stay cool in these crazy, fast-paced days.
Disclaimer: This post is about staying cool, and not about being cool. Big difference.
1. The 5-Email Rule
I’m sure many of you experience what many people call a slow death. Email.
I know this is true, because every day that goes by I see someone on Twitter or Facebook talking about how many emails they have in their inbox, or share how great they feel since their inbox is at zero.
I take email seriously, and it’s one of the highest priorities on my list.
So I’ve created this 5-Email Rule in my life, where I never leave more than 5 unanswered emails in my inbox at any given moment.
Part of the reason I do this is that I’m somewhat neurotic and can’t handle the stress of emails piling up. The other part is that I really like to take each email I get personally, and I can’t do that when I’m facing pages of unanswered ones.
2. I Work 10-14 Hour Days
You might think this is crazy, but fortunately for me I’ve been blessed with the ability to be a night owl and an early bird. In other words, I can function on 6 hours of sleep, so I’m up until midnight and awake at 6:00 AM.
Since I work from home, I have the luxury to come and go as I please. That means I can be strategic with my time online and can pull 10-14 hour days but not have it affect quality time with my family.
So my daily routine is usually to wake up around 5 or 6:00 in the morning, get in a run and then spend some time with the family before Shelly takes Zach to school.
Then I’ll work a majority of my hours while he’s gone, and am ready by 4:00 to play when he comes home. Throw in some time for dinner, TV and relaxation before I hit the ground running once again around 9 or 10:00 at night for a few more hours.
It’s all about efficiency and being strategic with your time.
3. I Became a Manager and not a Doer
While this one has taken me a long time to grasp, it’s finally beginning to pay off. I’m a hands on type of guy, so for me to relinquish control is a very tough thing.
Fortunately for me, at Copyblogger Media we’re blessed by having an incredible amount of talented people working for us.
And the great thing is that most of these people are better at doing something than I am. For instance, it makes no sense for me to try to come up with a killer design when we have Rafal Tomal – who is one of the best designers in the world.
So I’ve learned that by delegating, I can cross things off the to-do list without having to do them myself. What a great realization that was.
4. I Go Dark on Social Media
You might find this one hard to believe, primarily because I can be seen tweeting at any given hour of the day. (see 10-14 hour days above.)
But there are times, where I need to get things done and shut down Tweetdeck and the Facebook tab in my browsers.
I’m sure this doesn’t have to be said, but for me social media is a huge distraction, and one that often I find myself needing a break from.
Try going dark once in a while, you just might get something done.
5. I Have a Hobby
You might wonder how I manage to have a hobby when I work 10-14 hour days. Well as I mentioned above, I fit that hobby in first thing – so that I can get it out of the way and it won’t “loom” on me throughout the day.
Aside from running daily, Shelly and I frequently travel for races. At least 3-4 times a year we’ll fly somewhere to run a longer, endurance event.
This year we’ve gone to Phoenix, Green Bay and Washington DC (October) for races, and next year we already signed up to run the Big Sur Marathon in California.
Running and traveling are things we love to do, and fortunately I can work around those and get some work done while we’re away.
6. I Have an Addiction
All vehicles require energy, and my body is different. It is proudly powered by a daily dose of grande one-pump hazelnut lattes with extra foam from Starbucks.
It’s really turned into an ongoing internet joke, where people know me as the Starbucks guy. Case in point below:
@bgardner You seriously need to go work for Starbucks. Or they should be paying us promotional consideration.
— Brian Clark (@copyblogger) July 14, 2012
I don’t know if it’s true addiction, or that I’ve become immune to it because I can literally drink a latte at 10:00 at night and fall asleep shortly thereafter.
Nonetheless, it helps me get through the day and gives you something to talk about.
7. I Listen to Music
This one might seem somewhat obvious, but for me listening to music while I was is extremely therapeutic. I somewhat consider music a hobby, so it’s also a great way to experience a hobby while I’m working.
Normally I listen to easy tunes, which keeps the stress levels down. On normal days I’ll have Sarah McLachlan, Colbie Caillat and Tori Amos playing on iTunes. When I want a pick-me-up, that choice is easily the Dave Matthews Band.
8. Rinse and Repeat
I’m sure there are a few things I am missing and could have added to this list. But these are the things that I focus on throughout the day.
This is a window in my everyday world, and hopefully this will provide you some incentive to look inward and see how you can become the “Joe Cool” of your life.
It’s really refreshing to be able to work hard, but also to enjoy life. Some folks don’t do either, which is really a sad thing.
So how’s it going in your world? How’s your stress levels, and what helps you get through the day?
Discuss below in the comments. I look forward to talking about this!
I will be calling you “Joe Cool” from now on
Last summer I had a great routine where I (broadly) worked a 3-day week and got to spend a lot of time with family. Obviously this year I’m adjusting to a brand new routine where I’m more like whatever the opposite of Joe Cool is
but as with your advice, it absolutely comes down to knowing how you work best and optimising your approach.
Something that helped me is doing certain tasks at certain times of the day, and setting deadlines. I can write more easily in two hours in the morning than if I had all afternoon to do the same thing.
Yeah, it’s amazing how much productivity can increase when you regiment your schedule and set up walls around important time.
Yesterday I was at Starbucks at 6:00 in the morning, threw on some music and got so much done in a 3 hour stretch, that it literally felt like a days worth of work.
It all comes down to what works for each of us, as things will be different for you as it is for me.
I’ve found the same as Chris. I try to avoid programming for the first 2-3 hours of the day because I’m far more productive at it later in the day. In the morning I try to clear everything else off my list for the day so that when I hit that groove time I can focus on the programming tasks I have
The social media is my hardest thing to get a handle on (mostly Twitter). I find if I ignore it all day, I’ve missed a lot of conversations and I would like to have been a part of. On the other hand, if I follow it throughout the day, I find I am overly distracted by it.
Has anyone found a really good balanced way to use Twitter?
I hear you Chris – one of the things I dislike about going on vacation is that I don’t get to stay tuned in to social media throughout the day and I feel like I miss stuff.
In these cases, where staying connected to social media is necessary, I’d encourage you (and me) to engage only on conversations that are important.
Far too many times I end up going back and forth on things that are trivial and don’t add value to my day.
Sounds good Brian
Not sure that I could handle the 10-14 hour day and I like doing things, I could never manage, I have to be the one doing it!
Hobby is a must and a physical hobby allows you to keep fit and burn off the adrenalin – I lift a few weights and it stops me thinking about work.
Who knows, one day I may be Joe Cool!
We have so many plates spinning (and new ideas forming) at Copyblogger that anything less than 10-14 hour days would put us behind.
The good thing is that all of our partners share the same vision and work the same hours. And as I mentioned to one of them the other day, it’s really easy to work that much when you love what you do.
For me, working is essentially a hobby. I just get paid to do it.
“For me, working is essentially a hobby. I just get paid to do it.”
You’ve cracked it Brian.
Nice post Brian! My stress levels tend to increase when multiple jobs unexpectedly land at the same time. I start to freak out because I still have other duties that have to be done.
So everyday I write down what needs to get done and prioritize them. I hit up the StudioPress forums first thing every morning. Then I move on to my list. The easy ones that don’t take too much time get done right away so I have the rest of my day to focus on my bigger projects.
Like Chris said above, social media is the hardest thing to handle. I can tell myself that I will only check Twitter for a minute. Next thing you know, an hour has gone by!
I can’t seem to get my workout done in the morning, so that’s usually what I end my day with. And if I had a really stressful day…it helps to relieve that.
I tried working out (or running) at the end of the day, but that began to stress me out even more as no doubt things got busy when I was supposed to close down for the day.
For me, it’s easier to get it out of the way first, when there are fewer distractions.
I am working towards getting my run done in the morning. I am starting to have more of those distractions that you are speaking of.
It’s amazing how good you feel knowing that you’ve gotten your workout in AND you’ve knocked off a couple of to-do things before normal people wake up.
Hmmm..is this topic spreading like a virus around the internet?
My last two posts on my personal site were very similar.
A huge key for me is shutting down social media. Twitter is my largest addiction but I’ve now successfully gone entire days (twitch!) without it.
Between my day job and the web business my friend and I are developing, I probably work 10-12 hours a day but that’s my max. I need sleep too much
) I also run though shorter distances than you guys.
I rely completely on my lists to keep me organized & focused and therefore…COOL
Believe it or not, I don’t keep lists or use calendars.
For me, it’s all in my head what I need to get done, and I try to operate on the “pay before play” sentiments of getting work done.
If I can knock out the things I need to do, then I get to spend time being less intense when it comes to focus and work.
Yep… I’m a list man.
Once it’s on the list, I can relax.
Another great article- and some great insight on running a business and working from home while still staying sane, lol.
Unfortunately for me, I require 8 hours of sleep- but your routine reminds me a lot of my own. 10-14 hour workdays, trips to starbucks, MUSIC while working, playtime with my son, no more than 5 emails in my inbox (I finally got down to 0 yesterday and it felt awesome!). Maybe I am doing this work from home thing right? haha!
Social media actually stresses me out quite a bit, and I have to disconnect very often. To be completely honest, I hardly ever interact with my FB friends anymore. The other day my husband said ‘Facebook is pointless’, and for the first time I sort of agreed. I was late on the twitter train, but now that I’m ‘with it’, I find myself going to twitter much more than facebook. I’m pretty sure it’s b/c Twitter gives me access to more business topics and articles. If I login to facebook, I see things like “I’m hungry and I want to go home’”. Yeah, mostly pointless.
P.S. Boys for Pele is one of my favorite albums of all time!!!
If you require 8 hours of sleep, then follow my instructions but replace 10-14 hours a day working with 8-12.
For me, Facebook really is a personal place to connect with people I know. Having said that, I can usually check in fewer times a day than I do on Twitter.
With Twitter, I have lists and searches setup which really help find the stuff I need to see for me. It’s kinda like Google Alerts in a sense, because I get to control the types of tweets that show up in my stream.
Thank you, Tweetdeck.
Hi Brian, I love to visit your blog every day and even post several comments on it but I have not seen it on your website.. but I still love to it.. You and genesis really inspire me..
Supat and Elephant
And you hire people with the same “work is play” ethic.
I need those 8 hours of sleep and a bit of down time, but it makes me a good 25% more efficient too. Being able to take breaks as needed is a bonus! I try and make my breaks something unrelated to anything on the computer. That’s where walks with the hubby, quilting and … anything else comes in.
I’m also a list person tho.
For email I’ve unsubbed to everything I was habitually skipping. My rss feeds are kind of explodey tho. For twitter, I cannot live without tweetdeck columns. No way I can keep up without them.
Also, depending on the context, you either have to say no to new things or let people know that some requested items will have to wait until you can fit them in. Many people have an unrealistic amount of items they think they can get done in a day, myself included.
I literally just got down with play time, as I spent 1/2 hour with Zach kicking the soccer ball around in the basement.
These types of things refuel you, and also allow you to not alienate those that need to be a part of your day.
Saying no is something I’m working on, and as we get busier with thing at Copyblogger, it’s actually becoming a bit easier to do.
While I’d love to spend hours a day filling our interview questions or fielding calls, it just can’t happen.
I can confirm you work 10-14 hours because you’re basically available all the time. I start my work at 9-10 and I can see your email sent at 6-7am.
Do you use any specific system to manage your daily actions? Do you have your own daily to-do list, etc?
As I mentioned in a previous comment, not really. I don’t keep lists or have a calendar – but I’m very much in control of what I do, and when I do it.
Of course things come up, but normally I’ll envision and map out my day while I’m running, just to have some sort of path to go on.
I would call this your natural management skill
This looks a lot like my daily routine. Exercise is important to me so I try to get that done first thing in the morning as well. It also let’s me think about what I have to do that day. I’m big on writing blog posts and social media posts and scheduling them to be posted at specific times. Not only does this allow me to get it done when I can, but the links and info gets shared when the majority of my audience is online. I also benefit from having a husband who travels for work, so I tend to work a lot more and get more done when he’s out of town. Other than that, music, my dogs and 8 hours of sleep keep me balanced.
Sounds like we have a lot in common Ali. (except the traveling husband thing.)
Nice that you’ve found a routine that works for you. I think that’s crucial for us all, as we all have different variables in our lives that affect us differently.
Remember that guy Jared from the Subway commercials? Starbucks should hire you.
I’d love that, to be honest!
Wow, 5 emails limit?
I can’t event do that with my job. Sometimes I just go to the bathroom to find 10 new emails in my inbox. However, I try to keep it below 20, and my smartphone helps me a lot when I’m outside or on business trip.
I really love this post. I’d love to try your daily routine, because you have a big/comfortable break between 4pm to 10pm, and I love to work at night… however, I’m not really able to wake up at 6am. I need to sleep at least until 8am.
I find myself working 12-14 hour days too, but most of the time I wonder what I actually get done
This includes everything from reading, emails, social media, writing blogs, reading blogs etc
Not really work a lot of it, but in some ways, the most important aspect of what I do. I’m still finding my feet but slowly and surely getting used to things. I’m a ways from being Joe Cool, though
Matthew (Turndog Millionaire)
I’m also a big fan of morning exercise, but I am definitely a list person. We use activity tracking sheets to see where our employees are spending their time, and that helps me focus on what I’m doing and how long tasks actually take me. It’s pretty enlightening. Some may think it’s micro-management, but it keeps my schedule flexible yet holds me accountable, mostly to myself.
Have you always been able to function on 6 hours of sleep? Is that a natural thing for you or have you trained your body to work that way? I’m always looking to add more time to my workday without sacrificing time with my family…sleep seems like the best option but it’s a struggle for me.
Yep, that’s pretty much how I’ve operated since college. And before that, I used to work 4:30 (AM) until 3:00 in the afternoon 6 days a week.
Thanks for sharing, Brian. I’ve been very introspective lately, finding ways to improve productivity and exploring a career change — possibly quitting the day job and going out on my own. I found this post very helpful for me, so thanks again for sharing. It seems we’ve got a lot in common based on your list above and interests!
One question, what do you use to manage tasks and actions? Do you follow the GTD method at all? I think that would be an interesting add-on or follow up post for you.
Just read Rafal’s question about task management… I don’t know how you get it done without using some sort of task management tool!
Me neither.
Eric, I highly encourage you to make the jump. It’s something that I was afraid to back in the day, but somebody back then encouraged me and I’ve been thankful ever since.
As for tasks and actions, I actually don’t use anything. I simply just go day by day and keep fresh in my mind the things I want to do. Of course things don’t always go as planned, so I have to roll with the punches.
Hi Brian – I think there’s something in the air that’s making people sit down and actually think about how they work and play. This week I have blitzed a load of people from my Twitter followers so that when I DO look it’s good stuff, I have started to do Eugene Schwartz’s 33.3 minute timer trick (it’s amazing how that works) and I refilled my iPod with Florence and the Machine and a pile of Copyblogger/Jon Morrow podcasts that I want to catch up on on my morning walks by the sea.
It’s all good and it makes me feel – slightly – more in control of life with two kids and a dozy hamster : )
Have a great weekend.
I wish I could do the 10-14 days like that. I do pull 14 hour days, but it taxes the fam and balancing it can be a real struggle.
Less than 8 hours on a regular basis and my brain does not function well enough, and I get all emotional and start to shut down. It is a gift to be able to function well on less sleep, count your blessings
I am still trying to find my way in this.
So true, the long days. I work 4-7am, then take care of the kids till nap time, then work 2-4 and again after they’re in bed. Not much sleep, but I sure sleep well when I do.
Oh – and I’ve started multitasking with my exercise and my work: I bought a Surf Shelf from Amazon and have my laptop strapped to my treadmill. I don’t get much tech work done that way, but it’s great for answering emails while I walk. Sitting down for work is lame.
Now, to find an addiction…
You want to find an addiction? I can help you with that…
Sadly, no Starbucks for 30 miles.
When I lived in Chicago I frequented Intelligentsia, but we’re strapped for good joe in this
statetiny college town.Hi Brian!
These are great points and I feel worth reading it thoroughly and I am personally struggling to make consistency in your working hours but I guess if I could manage it than I can achieve my goals and Thanks for sharing such a great post
Hi Brian,
Just came across this post. I really admire the work you do, and more importantly, you seem to just be a really nice guy. It’s great to see someone who cares about family and people really succeed.
Thanks for all the great work!
Elaine
Elaine – thanks so much for the comment. I try to be a nice guy, because I think the alternative (especially on the internet) isn’t so appealing.
I wish I could run on 6 hours of sleep! That must help a lot with getting stuff done. I do think that getting in a routine (and sticking to it!) is definitely worthwhile – no matter how hard it is at first!
I got a big productivity boost when I wrote down my boundaries and made peace with them.
I will NOT work during time with my wife. I will NOT skip a church service to work. I will NOT pull an all-nighter to work.
Once I made peace with that, I found myself being more focused during the time I have scheduled myself to work.
I hear ya Hashim, in fact I’m trying to identify a way to do the same kind of thing, but structure it more around specific times of the day.
I think many people above summed up my thoughts as well
I know what works and what doesn’t…and for me, my perfect sleep is 7.5 hours, perfect run is 35 minutes, perfect amount of e-mails I can answer without tuning out – about 20. Everyone has to find their rhythm I think!
Regarding music…I totally agree that it’s essential. I have a hard time picking the perfect music for my mood because I like a LOT of different artists…but only a few songs per artist! Thank God for Pandora.