Tools That Help Me Perform At 100%.

I am frequently asked about many of the tools I use in my practice. Just a word of warning, this post is definitely not a 'static' list — these tools do change in capability, size and manufacturer. HEADS UP: If you see a tool I'm missing or one you think is better — let me know in the comments at the bottom of this page. Here we go:

Hardware

Macbook Air:  This is MY BABY. I learned on a Macintosh back in the 80's and then spent 20 long years with PC's in corporate. When I started my practice, I immediately moved to Apple. Best decision I ever made. They rarely break or have problems and help is only a phone call or visit away. It's small (13") and thin — but perfect to carry when I travel. (link)

HannsG 27" Monitor: All of us are getting older every year — don't ever skimp on your vision. It's big and has great color — and it just works! Yes I could have bought the Apple Monitor, but it's an additional $800 — and I'm not a graphics person — I'm not picky. (link)

iPhone: I have this wherever I go — even in the shower. When I don't need my Air, my iPhone delivers EVERYTHING I need to stay connected to my office, assistant, and my clients. I just moved from the 3GS to the 5 and I can't be happier! It's the best of the best and at $199 — it's a steal. (link)

iPad: Is this overkill with my Air and iPhone? Not at all. I use it to give demonstrations to small groups or presentations one-on-one with my clients. It boots up instantly and is connected to all of my files. In addition, my family uses it all the time for reading, checking news, and playing games. Guess what Santa is going to bring down the chimney this year? (link)

Western Digital My Passport 1TB: I need this because I only have 128GB of space on my Air. I connect to it daily and have it encased in a CaseLogic case (link) — but it's vital to keep all of my current and old files ready to access. (link)

Western Digital 1 TB: This is my backup — using Time Machine and SuperDuper, I had it partitioned so I have two different images of the same hard drive on my Air. I also keep all my music on it too. (link)

Brother HL-2270DW Printer: This is my workhorse — my $99 B&W printer that pounds out anything I need printed (less and less every day) — but it's there, it works, and it delivers. On paper, labels, cards . . . anything. (link)

Plantronics Headsets: I have two headsets — one for my direct coaching line (link) and for Skype/Webinars (link). They are expensive ($250+) — but they WORK. And I never have any audio issues with them.

Bindertek Binders: American binders STINK. How many times does your 3-ring binder stick, get caught on paper, or just break? Bindertek is the European solution that has been around for decades. 2 rings are better than 3. Trust me — you'll love them. (link)

Thule SlingBack: For many years, I carried around a number of briefcases — all the way from a 007 hard Samsonite case to a Lands End canvas bag to a Ogio computer bag. I realized the bigger they are, the more crap I carry in them. So I culled myself down to a Thule and I've never looked back. And it allows me to have two hands free!  (link)

Software

iCloud: This brings everything together — my iPhone, Air, iPad, and all of my files, music, movies, etc. I know — some of you diehards don't believe in it. But it's worked perfectly for me so far. It keeps all of my files synced (my calendar, contacts and email too!) perfectly — and it's easy to use too. (link)

MacMail: I know, I should use Gmail, but MacMail just works. It's clean and it does EXACTLY what I need it to do without all the bells and whistles. It allows me to archive past emails and access them instantly. I love it. (link)

iCal: This is my lifeline for my business — it allows me to color-code all of my appointments, attach tasks/activities, and save for eternity. (link)

iWork: Keynote, Pages, Numbers — my final Apple entry — but clearly a favorite of mine. I was brought up on Word (too big), Excel (too complex at times), and Powerpoint (my one true love). When Apple introduced iWork, I was intrigued that they had taken the very best of every tool and made them better (and in Keynote's situation — much, much better). I don't need to do mail merges or pivot tables — so I use Pages and Numbers. But for ALL of my presentations — I use Keynote. And the audiences respond and constantly ask, "What presentation software do you use?" Or even better, "Who professionally made your presentation?" (link)

Wordpress: This entire site is constructed within Wordpress — it has REVOLUTIONIZED the way I market and communicate on the web. I have total control of what goes where AND posting new blogs items are super simple. If your site isn't in Wordpress, you are missing out on something BIG. (link)

Dropbox: I worry A LOT. Especially about important files and the ability to access them instantly. Dropbox allows me to easily 'drop' important files, archive key blocks of info, and access them anywhere — on my mac, my iPhone, or iPad — or even at an outside PC. And it just works. (link)

Evernote:  Ever read something on the web and forget where it is? Or want to save a PDF for later reading or dissemination? Or a myriad of other things? Evernote is the answer. (link)

Pixelmator:  I have an eye for graphics but I'm not as talented as a graphic designer. But I do have a need to do slightly complex techniques on images or build logos for my products. And I don't want to spend $600-$800 on Adobe Illustrator or Photoshop. This is where Pixelmator comes in — it's a full function image tool which allows you to modify photos or text in many ways. It's intuitive and it just works. (link)

Control Your Time By Designing Your Schedule.

I thought my schedule was packed when I worked in corporate! Filling in my days with status meetings, presentations, sales calls, and updates all mixed together to produce a week chock full of weaving, diving, and running. Now that I've been running my company for the past ten years, I've found it even harder to keep my schedule clear and organized to ensure I get everything done AND allow myself the time to work on my business.

Do you feel this way? 

Well, I developed a cool way to look at each day in my schedule and ensure I not only get my client sessions scheduled, but I also leave time for basic tasks and strategic projects.

Take a look at my typical schedule (click on image to expand):

The key is CONSISTENCY and FLEXIBILITY. I try to remain consistent from week to week to ensure I can work in my business and on my business.

But I also need to be realistic. Emergencies crop up. Clients move or cancel appointments. New prospects creep into my calendar. Speaking engagements usually fall right in the middle of my schedule (but those are planned well in advance). So I also have to be flexible and have the ability to move things around when needed.

Here's the surprise — I don't have to do it as much as you'd expect. Week after week, I can pretty well stick to my schedule and ensure I am growing my business while keeping the engine running smoothly.

Let me break down some of the elements:

4:30 AM to 10 PM - Yep, that's my day. I know - 4:30 AM is a bear. But I find it's my key time to get things done - where I am energized and focused. My best brainstorming occurs at this time. So I do my best thinking in the shower (a sort of 21st century meditation) and then I'm off to write my blog and prepare for my clients.

7:00 AM to 5 PM - Blocking out all of my clients. I was taught this many years ago by my mentor coach, Ken Abrams. If you fit all of your clients into pre-specified groupings, it's easier to manage your schedule without all of the 30 and 60 minute gaps.

Email - I check my email at 9 AM, Lunchtime, and at 7 PM. It doesn't rule my life. If there is a client emergency, call me. Candidly, I read my email every few hours, that's fine to catch up on what's important.

Lunch, Dinner with Family, Reading - This is my time - these hours are to allow me to decompress and spend special time with my family and also to grow my knowledge-base.

Thursday - This is my Networking/Connecting day. I am out and about meeting people, learning about new businesses, and going to meetings. I also meet with two groups - my sales force (about 35 people) who are actively out promoting my product to key prospects. The second group is a high-potential business owner team where we exchange leads and discuss many business issues and problems. I also fit in meetings with my agent, pr guy, marketing team, accountant, attorney and any other colleagues who make my business HUM.

Friday - This is my 'clean-up day'. I spend the time with any errant clients and also do any marketing/prospecting, presentation building and my financial planning. I spend most of my day connected at the hip with my assistant ensuring I clean up any mess from the previous four days and preparing me for the next week.

I hope my schedule gives you a few ideas on how to better structure your schedule.

What do you do to make your professional (and personal) life more bearable?