Tag “efficiency”

Note-taking is the key to consistent writing

Let me share two principles that help me write consistently and be abundant: write everything down and keep it simple. Let’s look at them closer.

Write everything down. It’s a fundamental principle of my writing process. I guess nothing gave such a boost to my writing as building a habit of taking notes. There are three reasons for doing that:

  1. Taking notes frees up the space for new ideas in your head. Since I’d begun writing down all the ideas that crossed my mind, the more new thoughts started coming in. My wife often observe me rushing to my desk from the bed to write down the idea that arose in my head before sleep.
  2. Writing ideas down helps to structure the knowledge and experience you’ve gained. Writing and deconstructing things I’ve learned was the easiest way to understand them much deeper and turn them into simple but efficient management principles. No video or audio can do so. Writing is the only creative process that implies analysis.
  3. Writing is the fastest and cheapest way to share your knowledge with others. Videos and podcasts require many additional skills and postproduction, while writing doesn’t take much time and energy to convey a message. Also reading is a natural way to get the idea, while a video or a podcast doesn’t allow you to skip a part of it without losing the context or some important details.

Keep it simple. I’m talking about note-taking, of course. I know that some of you may have a tendency to hunt for a new super powerful all-in-one perfect application that would empower you to start taking notes. I’ve been down that road. That’s a self-deception.

Dump this idea. Don’t wait for the perfect tool. It won’t make a difference to the world, but your writing may.

You already have a note app on your phone. It already has hashtags, folders, headings, bullet points, etc. You don’t need a list of unique features to make a grocery list, same goes for ideas. All you need is to start writing them down.

The simpler your note-taking process is, the better. I use standard Notes by Apple to jot down my thoughts. It’s enough to capture the idea that came to me and make the first draft so I could forget about it and move on. Any app that has autosave, folders, hashtags, and cloud sync will work.

This is how my note-taking system looks like

To sum up:

  • Write down all ideas that cross your mind
  • Take notes so you could forget and get back later to edit them
  • Keep your note-taking system simple
  • Use a standard app that is aimed at getting the job done
  • Use hashtags for topics and folders for projects

The next time you’re going to write something on social media, open you notes, pick one topic and simply edit this. No need to write from scratch anymore, you will always have a list of ideas to go with.

Most meetings are pointless

Before making an appointment, I ask myself a few questions. Is it possible to do what I’m going to do without a meeting? Is it possible to solve this without another Zoom call? How else can I accomplish this task?

In half of the cases, I figure out that a meeting can be replaced with a letter, a scheduled message, a screencast, a voice message, or an old-fashioned phone call.

Situations when meetings are not necessary:

  • to get an unambiguous “yes” or “no” answer
  • to update the status of ongoing tasks
  • to request information
  • to ask for or give feedback on a design layout
  • to make edits and suggestions to a draft
  • to make onboarding for a new admin panel of a website

✅ Situations when meetings are necessary:

  • to hold the initial meeting of the project
  • to present a logo, a website, or other deliverables from the contract
  • to resolve a personal conflict among parties of the project
  • to share knowledge and experience: one-on-one meetings, team training
  • to discuss issues that require a lot of clarification: briefing, cost estimate, agreement

This principle helps to understand whether a meeting is needed or not. If my email does more harm than good, a meeting will be a better option. For example, if there is increasing friction in the project, you should not dispute via email. Discuss disagreements face to face, this way it will be much easier for you to calm the interlocutor and resolve the conflict.

Though if the text allows you to solve the problem without putting the project and the relationship with a client at risk, you may cancel a meeting and find another way to get the job done. For example, it is more productive to comment on a new design layout in Figma and then hold a call on demand to discuss the feedback you gave rather than stare at the layout you’ve never seen before.

The main secret to making more time is to reduce the number of meetings. Half of the meetings people have are fucking pointless and unnecessary.

Failures are our best teachers ★

Yesterday I woke up at 5 a.m. and couldn’t sleep. Trying to fall asleep again, I caught myself ruminating the following words in my head: “Failures are our best teachers”. Suddenly the whole story started to unfold in my mind, so I jumped up, took my laptop and started typing it until I lost my train of thought.

Half an hour later, I had a draft about the benefits that failures and mistakes bring us. Thus was born this post and Twitter thread for Timestripe.

Failures are the best teachers. Here are eight reasons why:

  1. Mistakes increase importance of wins. Failures teach us so much more than any success could ever teach. If it weren’t for our failures we wouldn’t value our wins and achievements, because there wouldn’t be anything to measure or compare them by.
  2. Continuous success blinds us with illusions. Successful projects and positive outcomes are necessary, but they don’t teach us much. Instead, they make us get along with the idea that if it worked this time it will always work in the future. But it won’t. That’s a cognitive bias we get trapped into. Failures, on the other hand, teach us that if something didn’t work it didn’t work only here and now in this very conditions, in this context, on this project. It doesn’t mean it’s impossible or it won’t work some other time in some other place.
  3. Failures teach us patience. Having failed doesn’t mean we should stop trying. Failing at something teaches us to be patient and persistent about our approach. We learn to make projects and achieve results with a small steps strategy, not by making one perfect decision.
  4. Failing shows it’s OK to be wrong. It’s not the end of the world. Everyone makes mistakes. Even the great minds did. Why should we be perfect? There’s no need for that, no one expects that from us. We’re only expected to fulfill the commitments we’ve made. Nothing else.
  5. Mistakes encourage us to enhance our process. Failures help us discover the hidden power of limitations: time, money, and our physical capabilities. Any project has a limited amount of money and a deadline. Nor can we be productive six-eight hours in a row. Limitations help us find a solution within our available sources.
  6. Failures teach us to value the way, not the goals. Failures and limitations teach us to be flexible and not to put all our money and time on one great idea that will do all the work. Instead, we become more committed to consistency and methodicality rather than an occasional success. They matter more in the long run.
  7. Having failed doesn’t equal being bad at something. In the end, failures don’t define us as bad workers and contractors, or as being bad at our craft. They only mean that we chose the wrong way to solve the problem, and now we’re going to find another one until we find the right solution.
  8. To learn and improve you should be ready to fail. Writing this thread I recalled a good dialogue from “Game of thrones” that happened between Jon Snow and sir Davos Seaworth after Jon’s resurrection:

Jon: I did what I thought was right. And I got murdered for it. And now I’m back. Why?

Sir Davos: I don’t know. Maybe we’ll never know. What does it matter? You go on. You fight for as long as you can. You clean up as much of the shit as you can.

Jon: I don’t know how to do that. I thought I did, but… I failed.

Sir Davos: Good. Now go fail again.

If you’ve failed recently, don’t panic. Don’t stop dreaming, and don’t stop moving forward. Just go fail again.


This post was initially published as a thread on Twitter and in Timestripe Journal. Subscribe to Timestripe to receive new posts right into your inbox.

Multitasking sucks

There were times when I loved doing several things simultaneously. I could make a soup and at the same time discuss another website layout, write a newsletter and watch a TV show. Over time I’ve realized that multitasking almost always sucks, and here’s why.

  1. Only few people in this world can multitask and deliver great results. There’re almost none.
  2. The desire to complete two different things at one is a pathetic attempt to buy some time. Both are likely to be done badly.
  3. Multitasking is often used in the wrong places. It leads to mistakes, sometimes fatal.

To figure out when it’s okay to multitask and when it’s not, I follow a simple method.

If the task doesn’t require thinking and analyzing new information—cleaning, washing dishes, walking through the park—it can be combined with another activity. For example, I make half of my calls and team meetings on the go, because I can move my legs without thinking about it.

However, if the task requires you to immerse yourself into the topic, to constantly assess the situation, to watch for safety—meeting with a new client, playing basketball, or driving a car—you'd better put everything else on hold and focus. Otherwise, you might miss a crucial idea of the talk or get hit in the face with a ball. And if you’re checking your phone while driving or crossing the street, you may die eventually.

I’m not a fan of multitasking, and I hate it when it is mispresented as a criterion for success. But at the same time, I love variety. I enjoy running several projects at once, meeting new people every day, and visiting different cities. The variety is in the spice of life! It inspires me and gives me food for thought. But doing several tasks at once — fuck this. It’s highly likely to turn out to be bullshit.


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The most important step in your life ★

We tend to plan everything, foresee all possible options, calculate all risks, to think about ways to retreat in advance. Most often in vain. This strategy is ineffective, 'cause most of our fears never come true. But there will always be something we couldn’t anticipate.

Our brain constantly wants certainty, otherwise, it begins to think we are in danger. But visualizing the future in detail is too costly for the brain. And when our expectations don’t match reality, it’s also painful for the psyche. Instead of trying to predict our future, we should focus on the next step. It’s a gentler approach, with no pressure and stress.

The most important step in your life is the next step. Not the one from five years ago, not the one you’ll take a year from now. Just the next step of yours.

If you have a big goal or task in front of you and you have no idea where to start, or how to approach it, try not to think of it as a big goal. Instead, think of what your next step might be and take it. This little trick will help you overcome the numbness and begin to act.

Make a plan

Having a plan helps our mind avoid panicking and makes it easy to star acting. Stop wasting your time, make a plan. It’s the first step on the way to your goal.

Trends are a trap

Never follow trends. Any design should start with a blank canvas, any copy should begin with a blank Google Doc with a blinking cursor in it. Solutions are born in the head, not on the screen.

It’s no use aligning your work with trends or reading another top-10-design-trends-of-the-coming-year article. No one who walked a well-trodden path has ever invented or explored something new.

The only way to create something unique is to think out of the box, to develop your own thinking that will lead to ideas completely different from those that trends dictate.

Trends are a mental trap. They limit designers to a range of customary, safe solutions that don’t excite people. How else to explain hundreds of thousands of identical landing pages, dull logos, and Corporate Memphis illustrations. All this is the result of following trends.

I publicly declare that trends are bullshit, and I allow you to score on them. If you look for a novelty, swim against the tide.


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Timestripe climb “Beat Writer’s Block” ⚡️

I present to you the project I’ve been working on for the last month and a half.

There’s a great task-planner called Timestripe. Inside of Timestripe there are climbs—short-term programs aimed at improving of a certain skill or a habit.

I happened to meet the guys who from Timestripe team: Sergey Kulinkovich and Andrey Maykov, both are creators of the product. I offered them my help with copies, and Sergey asked me, “Do you write in English”. Apparently, I fucking do.

One month and a half later I found myself finishing my own Timestripe climb about beating writer’s block in 21 days. This climb is a starting point for those who want to write regularly or become a commercial author, writer, editor, copywriter, etc.

My climb in Timestripe climbs' library

Within 21 days you’ll learn the basics of writing good and clear copies, and create a few pieces on the topics you’re passionate about. The climb consists of short theory basics and easy-to-do everyday tasks.

If you’re interested in the topic, I invite you to try this climb and share your feedback with me via email → evgeny@lepekhin.me.


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