Professional Documents
Culture Documents
BACKGROUND
My imagination was sparked when I read the words of Daniel Levitin, a neuroscientist, in
The Organized Mind: Thinking Straight in the Age of Information Overload...
You see, he wrote that
highly successful persons [from rock stars to Fortune 500 CEOs] tend
to have remarkable organizational systems... They have many of the
daily distractions of life handled for them [so they can] devote all of their
attention to whatever is immediately before them. They seem to live
completely in the moment.
And that sounded simply incredible.
But Im not a rock star or even a Fortune 500 CEO and although Ive been practicing
surrounding myself by extraordinary people for a while now, what I wanted to create next
seemed truly outrageous.
You see, I want an Epic Personal Assistant. Someone who allows me to live like a Rock
Star. And I speak as a husband and a dad in the thick of parenting a one year old and a three
year old!
Intuitively I got that it wont be by waiting untilhopefully, one far off daywhen I eventually
arrive at the highest levels of success that Ill finally hire an epic PA. It is by hiring one now
that Ill take my life and my business to epic levels.
So I want to share with you some insights from my journey.
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I make it my practice to tell everyone who works for me that once Ive hired them that their
job is not to impress me or to say yes to me.
Theyve already impressed methats why I hired them. And why would I want to surround
myself with a bunch of yes people?
So I encourage them to take risks, to make mistakes, to take action and seek permission,
later. I encourage them to challenge me, too.
Danielle once wrote me a letter that was so powerful and edgy and scary for her to write that
it moved her to tears as she wrote it. She was recommending that I pull out of a business
opportunity that was making me thousands of dollars a year because she didnt think it fit
with the integrity of my brand.
I sent her a gift to thank her for such honesty and I shared her letter with hundreds of people
in my community to publicly acknowledge her.
Shes pushed me to raise my rates, set the bar higher than Id dreamed for ideal clients and
consistently held for the highest quality in everything we produce.
4. PROACTIVE VS REACTIVE.
Ive hired Virtual Assistants over the years and never been able to put my finger on what
frustrated me about them
Until I met Sarah Neumann, that is.
Sarah called herself an Online Business Manager. And as I spoke to her for the first time, she
helped me understand a distinction that shifted everything for me.
I finally understood my frustration over the years with even the best virtual assistantsthey
were task-oriented, reactive and needed a great deal of guidance and hand-holding. They
got the job done. So what was I missing?
I found my answer as I discovered what Sarah brought to the tablean ability to anticipate my
future needs whilst still handing every task to the letter, being proactive rather than reactive
and needing minimal guidance and no hand-holding whatsoever.
I hired Sarah almost immediately as my Director of Client Astonishment (I have a strong
preference for word of mouth marketingfar more important to me than trying to get the
word out is ASTONISHING your current customers and clients).
And Sarah astonished me, in return.
After an event I ran, she created a 75 point checklist that shed turn into a spreadsheet to
ensure every detail was handled at every future event.
She created a task management system for the team that had every task tracked and every
detail handled. Nothing was missed any longer.
I had her lock me out of my own email account (kick me out was more like it!). But now she
handles all incoming enquires and I only get to see the ones that truly need my personal
attention.
And I meet her by phone every daywhich is more for her to help me stay on top of things
than the other way around!
And I had him help me do two counterintuitive things: (a) slow down to speed up, and (b)
create the space for miracles to occur.
Warren Buffett once said that one you have your top five priorities in life, everything else you
want to do just became your Avoid At All Costs list.
I was clear that I hired my Creativity Coach to help me create and hold firm on my Avoid At
All Costs list.
We listed my top priorities and values. We made a list of the habits and activities that support
me most with each of them. And then we looked for the single, most powerful habit to support
each of my highest values.
We then developed the simplest possible system or single tiny habit to leverage each of
these top values. Here they are:
SPIRITUAL: Schedule 5 mins walking in nature, on my calendar, each week.
MENTAL: Prioritise output over inputschedule 5 minutes of writing, after
lunch each day.
PHYSICAL: improve my nutritionhire a personal chef.
FAMILY: hire a Mothers Help/Extraordinary Assistant for Monique.
RELATIONSHIP: Do our practices each day. Start with just five mins.
PERFORMANCE: Hire an epic PA.
SOCIAL: Schedule date night, weekly and a dinner party, monthly.
FINANCIAL: Schedule Money Mondays. This is the name for the weekly meeting my
wife, Monique and I have about finances.
The nature of my job makes it difficult to automate my savings, so we meet each week to
manually transfer a percentage of each dollar of income to our savings accounts.
We started three years ago saving 10% of our income and weve transitioned to now saving
66% and living off the rest.
Currently:
10% to our Financial Freedom accountthis one is only allowed to go up, we dont
ever touch it;
HERES AD #1:
WANTED: Organized, Detail-Oriented Personal Project Manager
Hi, I am originally from London, England and I now live in LA with my wife and my two little
boys. And I would like to find someone to come to work with me to keep me organized at my
home and home office.
This will probably start off as a 10 or so hour per week role with an initial set of projects that
may later require more time. Setting up my home office, our home, etc are the initial tasks.
The right person will create a role for themselves that has me say yes to diving even deeper
together. The two other members of my business team are highly creative and proactivemy
Director of Client Astonishment and my Director of Creativity. They basically created their
own roles on my team.
There is likely to be an average of a week per month where there will be only a few hours of
work required and other times there might be more than 10 hours per week of work.
This is for you if:
You are highly organized, detail oriented, and serious about organization and cleanliness.
You may well have done event planning or bookkeeping because you are good at logistics
and details and you like to write lists.
You are able to enjoy working alone as well as with people, some of the time. The work youll
be doing is typically alone, if you are the type of person who like to chit chat with people and
friends a lot this probably isnt right for you.
You have a dependable car. Shopping and errands are key here.
You live within 30 mins of Mid-City Los Angeles.
You are tech savvy and preferably have your own Mac laptop. Nothing advanced but you
must know things like Office, Google Docs, Scheduling, Email, ordering things online, etc.
You can do light food washing and preparation. Nothing fancy but we eat a lot of organic
foods and need them selected, washed, and prepared.
You are dependable. I am talking about very dependable not the this usually doesnt happen,
but it happened again type. I would prefer that you are that person in grade school that got
that award when moving on to middle school for perfect attendance in every grade.
You dont take things personally, have feelings hurt easily, or get offended at all. You stay
objective and use logic to make decisions.
You are cool and relaxed, but always pushing to get things done. Its important that you like
to take responsibility and your main focus is always delivering results.
You are usually available on Mondays and Fridays all day. These are the best for me typically.
The main components of the work are:
Helping organize me. This is the key element of your role.
I like to talk through my priorities on a daily basis and it helps me to be able to batch them
into actionable chunks. I need to talk things through out loud in order to make sense of them.
I want you to help me schedule massages, walks in nature, runs, date nights, time with friends,
calling people I love and having healthy meals ready for me each day.
OTHER TASKS INCLUDE:
Helping me create an office space that I love to be in.
Shopping, light cooking, and food preparation. You would head out to the grocery store
each week, and then prepare food. [If food prep is not your thing, then youll find someone
extraordinary to take on this role for memaybe from Task Rabbit, etc. This is an extremely
important role for me and my health].
Scheduling regular doctor, dentist, optometrist appointments.
Ordering various products online, keeping them in stock for the food prep work. This requires
some research to find out what foods will help me best in my fitness goals.
Organizing and tidyingfrom keeping things in order to assembling things from Ikea, to
cleaning up after projects. We have a house cleaner, so no heavy cleaning is required, but
its important that you are always wiling and proactive about tidying up anything that needs
it if you see it.
Some errands, including mailing packages, etc.
YOU:
If you are the type of person who likes to work with lots of other people and likes to chat then
this is probably not right for you. Im a bit of an introvert and my time is precious.
So, you are a self-starter. You probe for details of a task but once you begin, you dont need
to check in. Youre not offended if Im focused and dont have time for chat. I dont really do
small-talk, well!
If you love organizing things, operating effectively and basically getting better and better
and helping me to set up systems to do the samethen this might be perfect for you.
I really am looking for someone who is incredibly organized in their work life and personal
life, and who really doesnt like being disorganized or messy.
She was trying to please me. Instead of watching and trying to anticipate my needs, shed
text me in the morning and say, How can I support you today?
Sounds great but it actually felt like the very person who was there to support me was now
just putting another task on my plate.
So I crafted a document to help her understand how to be more proactive, with
several examples:
HERE ARE SOME EXAMPLES OF HOW YOU CAN BE MORE PROACTIVE:
Im going to deliver the food today. I need access to your kitchen for 30 minutes and I
need to meet you for 10 mins to explain everything to you. I see from your calendar you
have some time at 9.30am and 4pm. Which would be best?
Your office must need tidying after the decorator finished. Id like to come along
tomorrow. I can be there at 8.30am. Please leave the office unlocked.
Id like to order an office chair for you. Its $600 on Amazon. Heres the link. May
I purchase? Its $12 extra for next day delivery. I suggest we do that to get you
comfortable as soon as possible. Let me know.
On Thursday afternoon, theres nothing on your calendar after 3pm. What if you block
out 2 hours to go for a walk on the beach or Runyon canyon. Creativity time. Would you
like me to put it on your calendar?
Reminder for today: at 10am have Snack A. Lunch is in the blue box. At 3pm
have snack B.
Did you take your vitamins today, Rich? Would you like a reminder at 6pm, just
before dinner?
Im going to make your sons earthquake kit for his pre-school. I see he needs shoes 2
sizes larger, please let me know his current shoe size and your favorite brand.
I see on your To Do list that you need to record a video, would you like me to film you,
to make it simple and easy?
I see on your To Do list that you want to schedule an appointment with Sonia. Send me
her details and Ill do that for you.
I see you are flying to London in February. Would you like me to re-schedule your
appointments or to move the appointments to the correct time zone?
And then I had a call my coach and he said, simply, A HIGH-PERFORMER WOULDNT NEED
THIS. THEYD ALREADY BE DOING THIS.
He was right. I just knew it.
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And then I read a line by a friend of mine, Dr Mark Goulston (hes a psychologist who used to
be an FBI hostage negotiator and the author of the book, Just Listen):
Often the greatest regret after you fire someone is that you didnt do it
earlier sometimes its just better to fire sooner than later.
And I let her go the next day.
And then I tried again. And I really went for it:
7d) ASK FOR THE OUTRAGEOUS. YOU JUST MIGHT GET IT.
Heres ad #2:
You are not an ordinary person. This is not an ordinary job.
You are a high-performer with a yearning to perform at the highest of levels. And a track
record of doing so. Im a success coach to world leaders, a husband and a dad.
This is not an ordinary job. But thats perfect because you are not an ordinary person.
Start by reading my Letter to You dated January 20th, 2016 (A year from now)
MY LETTER TO YOU
January 20th, 2016
I hired YOU as my kick ass Personal Assistant a year ago, and it was the best thing I ever did.
You talk through my priorities with me on a daily basis, and you help me batch them into
actionable chunks. I need to talk things through out loud in order to make sense of them.
You handle most of the daily distractions of life for me and allow me to devote all of my
attention to whatever is immediately before me.
I seem to live completely in the moment.
You handle correspondence, organize my calendar, make appointments, alter appointments
when something more important comes up, and help to plan my days for maximum efficiency
(including naps!).
You helped me create an office space and a home that I love.
You keep me off social media by scheduling my facebook posts and you help me handle
email so that I can focus mainly on being creative and big picture thinking.
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My bills are paid on time, my car is serviced when required, Im given reminders of projects
due and great gifts are sent to my clients and even loved ones on birthdays and anniversaries.
Date nights, family time, vacations, workouts and travel are all organized for me.
My work is handled so efficiently that I have more quality time than ever before for my
relationship with my wife and my two little boys.
And I am so effective when I do work that my business has achieved success at a level
beyond what I could have imagined a year ago.
Warren Buffett once said, The difference between successful people and very successful
people is that very successful people say no to almost everything.
YOU help me to say NO to almost everythingwhich gives me the time to accomplish so
much and have a life dedicated to my three top values of FUN, FAMILY and FREEDOM.
-
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For example, Ive had my executive assistant lock me out of email so that she can handle all
the basic enquiries. By the end of this year I want to be locked out of facebook, other than
for one or two afternoons a week.
Im looking for you to help me talk through my priorities on a daily/weekly basis.
PARADOX #3: I am extremely good at helping my high-performing clients take more time for
vacations, time-out and things that nurture their spirit.
Im not so good at this for myself.
I want you to help me schedule massages, walks in nature, runs, date nights, time with friends,
calling people I love and having healthy meals ready for me each day.
Basically I want you to help me do the things that nurture my spirit. Because this more than
anything else will help me create an extraordinary business, relationship and family.
THE 80:20 RULE
Your mission is to help me to focus on the 20% of activities that only I can dothe 20% of
activities that generate 80% of the resultsso that you or someone on my team can handle
everything else.
Ensuring I eat healthy foodespecially lunches as I tend to work through without taking
care of my own needs. Ensuring I work outfrom scheduling appointments with my
trainer to driving me to and from Runyon Canyon for a quick hike. This is extremely
important for me and my health.
Booking flights, rental cars, travel, etc for me and my family. We travel a lot and I need
you to be able to look at my calendar, anticipate my needs and say something like this
BEFORE I even ask: Youre going to London in August, here is a list of flights with dates/
prices; heres a list of possible accommodations; heres some fun trips you could go on. . .
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3. KEY QUALITIES
You are a High Performer, committed to your personal and professional growth. These are
the qualities I am looking for in my Kick-Ass Personal Assistant:
ANTICIPATION you watch for what I do consistently enough that you can get a good idea
of what I will need or ask forbefore I need or ask for it. This is an extremely valuable skill
to master.
PROACTIVE you scan and think ahead to prepare for what may be needed down the road,
from trips to England twice a year, to events I am running, to weekly date nights, vacations
and even my naps and daily workouts.
SYSTEMS you help create systems to ensure that I am focused and organized and know
what to do in each and every moment. Eg. A daily morning and evening check-in.
CREATIVITY you dont need to wait for instructions. You use your creativity to support me
in everything from research to client astonishment to planning gifts for my loved ones.
AGREEMENTS vs EXPECTATIONS I live in a world of agreements. I create clear agreements
in my world and if I notice I have an unmet expectation about our coaching I understand that
it is time to create a clear agreement.
INTEGRITY You are impeccable with your word. Which means you keep your word or you
clean up where you havent kept my word.
YOU DONT TAKE THINGS PERSONALLY Lets discuss something immediately if you
have a concern. Dont let things simmer.
YOU DONT MAKE ASSUMPTIONS You have the courage to ask questions and to express
what you really want. Communicate with me as clearly as you can to avoid misunderstandings,
sadness, and drama. You are clear about what you want or do not want.
YOU ALWAYS DO YOUR BEST Your best is going to change from moment to moment;
it will be different when you are healthy as opposed to sick. But under any circumstance,
simply do your best, and you will avoid self-judgment, self-abuse, and regret. Doing your
best means enjoying the action without expecting a reward. The pleasure comes from doing
what you love to the best of your ability. Have patience with yourself. Take action. Practice
forgiveness.
CONFIDENTIALITY I expect and require complete confidentiality. No posts on social media
about this role. No photos to be taken or posted online of my home, office, me or my family.
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Id love to end this article by saying email or call me and ask me any questions you like about
creating an extraordinary team.
But in a few days my new EA (Epic Assistant) begins her work with me...
And Ive told her that me spending too much time on email and Facebook has to move to
my Avoid At All Costs list so I can create a lIfe and a business that makes an even bigger
impact... ;-)
Love. Rich
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