🎯 Work Smart Wednesday - December 4, 2024
Setting seasonal boundaries, "How I work a 3 day week as a freelancer", and a quote on emergencies
Work Smart Wednesday
👋 Hey there!
Here is your fortnightly dose of Work Smart Wednesday.
In these emails I will share with you 3 things to help you work smarter.
1. ❄️ Setting seasonal boundaries
‘Tis the season. Nights draw in, family commitments increase, clients become demanding but aloof.
How can we protect our time and energy during the holidays?
Here are some of my top tips:
⛔ Start to say no now
When I first started running my own businesses I overestimated how much time I had, and how much I could complete. Around this time in the year, I would find myself agreeing to things that I couldn’t possibly do simply because I had forgot to factor in the reduced time and increased family obligations of the season.
I have since learned.
I start saying no more often at this point in the year to take the schedule changes into account. I suggest you start to say no more often right now. Every "yes" to someone else is a "no" to yourself. Saying "no" doesn’t make you difficult, it makes you intentional. Prioritise your well-being, and people will respect you for it.
I have included some templates on how to say no later in this email for you.
🚧 Set clear boundaries
Send an email today. Let people know what days you will be working, what your working hours will be, and what your communication policy will be.
For example, I will be completely unavailable on 24th, 25th, 26th, and 29th December and the 1st of January. However, I have closed my standard calendar availability between 23rd December to 5th January and all bookings in that period will need to be made with me manually. For anything truly urgent, which I define with all clients individually suited to them and their business, I will be available asynchronously when they include the word “urgent” in their email subject line. I will check those only those emails periodically, and will only reply only if I agree it is urgent.
Awareness is always the first step in solving a problem. You cannot fix a problem you don't know you have. This is true for you and for others, so it is vital that you communicate your needs. If your client doesn’t know what your boundaries are, they will unconsciously violate them and it will only be you who is to blame. Tell your clients and your leads what your policies are.
If you don’t have a policy yet then you have three options: One, speak to an expert (like me) to help you quickly make tried and trusted policies quickly. Two, copy a competitor and hope their policy is good. Three, make your best guess for now and adjust later as you learn more. I recommend option one, but it is your call.
⚖️ Manage expectations
One of the best ways to avoid last-minute stress is to set clear expectations upfront. Make it clear to clients, friends, and even family members what they can (and cannot) expect from you during the holidays. The earlier you do this, the easier it will be for everyone to adjust.
Your ability to meet prior commitments may have changed, make it clear how it has changed and how you plan to adjust in response right now.
This isn’t just about preventing their disappointment, it’s about preserving your peace of mind. A little proactive communication can go a long way toward ensuring that their "emergencies" don’t automatically become yours.
📱 Remove access to your emails if you cannot be trusted
If, like many, you struggle to NOT check your emails or do work at important times then I suggest you remove your access. Delete the app, set timers, activate Do Not Disturb, whatever is needed to keep you away from work. To balance this, I often set specific dates or times that I designate for work. This is good practice for time boxing and can help alleviate the anxiety.
🤖 Start to Automate and Delegate Now
Not everything needs to be done by you. Focus on your most time or energy draining system and embrace tools and systems to lighten that load. Do one at a time and do it now.
There is still time to feel the positive impact of hiring a good virtual assistant, of introducing automation, finally giving yourself permission to hire a cleaner, and/or of hiring an expert (like me!) who can help introduce the systems you need to save your time and sanity this season.
🧘 Build in Time for Rest and Reflection
The holidays shouldn’t just be about crossing items off a to-do list. Schedule downtime just as you would a meeting or deadline. Use this time to rest or recharge; whether that’s by cozying up with a book, going for a winter walk, or simply enjoying time with family. Don’t let the time just happen to you, or regret not doing the things you wanted during this period. Be intentional.
If reflection is part of your year-end routine, carve out time to review your accomplishments, set intentions for the year ahead, or jot down your gratitude for the wins (big and small) that carried you through the year. This is my favourite year end exercise.
💖 Practice compassion for yourself
Finally, give yourself grace. If things don’t go as planned, or if the weight of the season feels heavier than usual, remind yourself that it’s okay to pause. The holidays are as much about celebrating the joy of connection as they are about navigating their inevitable complexities. You’re allowed to stumble and regroup; you’re allowed to let some things fall away.
This season, make yourself a priority. Not just as a necessity, but as an act of self-respect. Protect your time, cherish your energy, and let that set the tone for a more balanced and fulfilling year ahead.
🆕 You can now earn my template “29 Templates On How To Say No”.
🎁 Receive rewards for referring your friends 🎁
📩 A complete template for every common request you want to say no to in your business. Reclaim your time and energy, easily avoid time wasters.
This custom template is not sold anywhere, you can only get it by sending Work Smart Wednesday to your friend. I rotate these templates monthly. This template is only available in December.
2. 🧑🏻💻 How I work a 3 day week as a freelancer
Most people start a business for two reasons:
To make more money
To have a better life
Unfortunately, most people seem to forget reason number two shortly after they start.
Kat Boogaard shared her experiences of rediscovering reason two, remembering that she started her business to have a better life, and her subsequent journey detailing how she cut back her working hours so she can enjoy her life and work properly again.
While I don’t think she got all the systems set up right, this is a refreshingly honest piece and the article is well worth a read. Here are some of my key takeaways:
🗓 Tip 1: Take it one step at a time.
She started small, by just removing Fridays from her schedule.
Then a year later she cut Thursdays out too.
💰 Tip 2: Adjust the business model to focus on high quality clients
Here are some of the changes she made:
Raised her rates
Stopped working with clients who weren’t enjoyable and easy to work with
Stopped taking projects outside of her niche
💬 Tip 3: Communicate boundaries
Finally, she needed a massive overhaul in how she communicates with her clients.
Her clients now know that she has boundaries:
She is not available for same-day calls
She typically responds within 48 hours
She doesn’t fulfill urgent requests or rush jobs
She has full control over her schedule, not them
You train your clients with every interaction. Almost all clients are reasonable people, they just need to know your rules and it is your responsibility to communicate them.
3. 💡 Quote I'm pondering
"There are only three ways you can delegate: to people, to software, or to the word “no”” – Tim Ferriss
I often use the acronym ESAD to help identify in what order I should tackle a problem. Eliminate, Simplify, Automate, Delegate.
First, I try to Eliminate the problem. This comes first as it is the best possible solution, “There is nothing so useless as doing efficiently that which should not be done at all”. Saying “No” is the first phase of elimination.
Simplify and systematise comes next. Try to trim it down and make it easier to do.
Automate what you can. Software is your friend.
Delegate only when what remains is truly important. Very little makes it to this point.
Your time is precious. Make sure you spend it doing the things that make the biggest difference for you.
👋 Want to work together?
When you’re ready, here are 2 ways I can help you:
🔍 Clarity Call - We will discuss your situation and create a step-by-step action plan together so you know exactly what you need to do next for maximum impact
🧩 Are we a good fit together? - See whether you and I are a good fit together by answering this short quiz. You will immediately see whether or not we are a good fit, and receive a personalised answer for what the next best step will be for you based on your answers.
That's it! I can't wait to hear what you think. What did you find most useful? What do you want more or less of? Reply to this email now and let me know
Also, if you have anything interesting to share, I want to know about it😊
Have a great week,
John
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