The 4-Hour Workweek, Expanded and Update - Timothy Ferriss [133]
In fact, checking e-mail is like everything else: a process.
How you evaluate and handle (delete vs. archive vs. forward vs. respond) e-mail is just a series of questions you ask yourself, whether consciously or subconsciously. I have a document called “Tim Ferriss Processing Rules,” to which my assistants add rules when I send them a note via e-mail with “ADD TO RULES” in the subject. Over the course of a week or two with a virtual assistant (VA), you will end up with an externalized set of rules that reflect how your brain processes e-mail. It often shows you how haphazard your processing is. I’ve included my “rules” here to save you some time. A few tips:
1. Setting appointments and meetings takes a lot of time. Have your assistant set things up for you in Google Calendar. I input my own items via my Palm Z22 or iCal, then use Spanning Sync and Missing Sync for Palm OS to sync everything. On my überlight Sony VAIO, which I still use for travel, I use CompanionLink for Google Calendar. I suggest batching meetings or calls in one or two set days, with 15 minutes between appointments. Scattering them throughout the week at odd times just interrupts everything else. (Update 2009: The Palm Z22 has been discarded, and I now use a 13-inch MacBook and BusySync to synchronize iCal with Google Calendar.)
2. If you jump in your assistant’s inbox and answer anything, BCC them so they are aware that you handled it.
3. Expect small problems. Life is full of compromises, and it’s necessary to let small bad things happen if you want to get huge good things done. There is no escape. Prevent all problems and get nothing done, or accept an allowable level of small problems and focus on the big things.
Ready to jump in and test the holy grail? Here are the steps.
1. Determine exactly which accounts you will use and how you want them to respond to (or just categorize or purge) e-mail for you.
2. Find a virtual assistant.
3. Test for reliability before skill set. Have the top three candidates do something on tight deadline (24 hours) before hiring them and letting them in your inbox.
4. Use a probationary period of 2–4 weeks to test the waters and work out the problems. Again: There will be problems. It will take a good 3–8 weeks to get to real smooth sailing.
5. Design your ideal lifestyle and find something to do other than let your brain fester in the inbox. Fill the void.
TIM FERRISS PROCESSING RULES90
[Note the Q&A format—some of the questions are my standard points for VAs, some have been added by my assistant, who put together this document.]
Passwords
Team Requirements
[I often have exec-level assistants manage 4–5 other “sub VAs” who handle certain repetitive tasks, often at half the exec VA’s hourly rate. The exec VA takes on an office manager or, in some cases, COO-level function.]
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Deadlines are extremely important. Be Aware of them, and Be Punctual!
If Tim says “Call me back,” CALL HIM BACK, do not send an e-mail. This is an important point, as Tim does not always have e-mail access because he is traveling a lot.
Even if it is late in the evening, he is up late, if he does not want to answer his phone, he will not. But PLEASE call him back when he asks you to. He much prefers a phone call to an e-mail.
Purchase and read The Elements of Style regarding proper grammar and punctuation. We are dealing with high-profile clients on Tim’s behalf and the proper writing techniques and message says a lot about his team.
Become as familiar as you can with his book and his website as to answer questions accordingly.
Contact Information
Tim Ferriss
[mailing address]
Tim Cell (your use only): [private cell]
Number to give others: [GrandCentral number]
Skype: XXXXX
Billing Address (Private):
[billing address]
Purchases
ASK [head VA], for his AMEX NUMBER. SHE WILL ADVISE WHETHER PURCHASES CAN BE APPROVED.
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