5 mistakes smart people make

Time to read this post: 7 minutes.

Just back to New York after three days in Madrid for work. I've been receiving a lot of requests in the last few weeks from friends and (increasingly) friends of friends asking for advice. They are always interesting, always smart and generally feeling a little lost. When we meet I tend to end up explaining one of five commons themes that smart people often forget. Here they are:

1. Success and happiness are not the same thing

When I ask people to summarize what they are wanting out of life they throw out a lot of words. Stuff like ‘Love’, ‘Achievement’, ‘Family’, ‘Fame’, ‘Peace’, ‘Money’. If you summarize the thousands of responses each aspiration really falls into just two categories.

First, “Success”: deep down many of us want to win the game of life. We want to accomplish something extraordinary. We want to be recognized and applauded. We feel pleasure when we take a step toward this goal. This can show up more strongly in some of us but we all have this need to some extent.

Second, “Happiness”. We want to enjoy our short lives on this earth. We want to fall in love, to experience joy and generally feel good. Both success and happiness are good and reasonable goals. Here’s the problem: they are not the same thing. Many business leaders spend years scaling the mountain of corporate success only to find they feel empty inside. Conversely others seek fulfillment and enlightenment; they believe happiness comes from within. But giving up on their ambitions and dreams is hard - they find themselves wanting to make progress, to take action and fulfill their need to feel competence.

Understanding what will make you successful and what will make you happy are two very important questions. But they are different questions and getting your head around that is step one.

2 .Choice is paralyzing

I know this sounds nauseating but you really are extremely lucky. Of all the times in history that you could have been born, and you go and show up at the end of twentieth century. Good job. Make no mistake the Dark Ages would have sucked. In terms of your life prospects and the opportunities available to you, you are luckier than 99.9% of humans ever to walk the planet. Today we have unprecedented levels of opportunity. Apparently we can be anything we want to be. What a luxury.

Or not. Having an infinite number of permutations and combinations for our careers is not everything it is cracked up to be. Unlimited choice can produce genuine suffering or more commonly, total inaction. When faced with 258 types of cookies in the supermarket aisle many people will simply just walk away. Why risk making the wrong choice?

In the British version of The Office, Tim is reflecting on why he is in his mid 30s doing a job he doesn’t like: “If you look at life like rolling a dice, then my situation now, as it stands - yeah, it may only be a 3. If I jack that in now, go for something bigger and better, yeah, I could easily roll a six - no problem, I could roll a 6... I could also roll a 1. OK? So, I think sometimes... Just leave the dice alone.”

Are you someone who gets paralyzed by choice? When does it happen?

3. Don’t believe your feelings

One of the worst pieces of advice to come out from popular self-help is to ‘trust your emotions’. Take a long hard look at yourself, it says, and you will work out what to do or who you want to become. But psychology has taught us that this is mostly nonsense. We as humans are terrible at predicting how they will feel in the future . If only I could get the promotion then I’d be happy. If only I could take six months off work to go travelling then everything would be good. If I could just lose 6lbs… Furthermore, we are also terrible at remembering what made us happy in the past.

When I’m feeling down and I ‘follow my feelings’ then I typically end up eating junk food on the couch watching Law & Order re-runs. This isn’t very helpful. Similarly making big decisions about your career and relationships when you are not in a good place is even more dangerous.

To oversimplify for a moment: your mental well-being is a complex mix of what you are thinking, what you are feeling and what you are doing. Many life gurus will assert that A leads to B or B leads to C: “Fake it til you make it”…” and suchlike. No-one has proven it conclusively but it’s clear that causality goes in multiple directions.

For example, I find going for a run (‘doing’) makes me feel more energized (‘feeling’) and helps me have creative ideas (‘thinking’). Indeed, I am increasingly convinced that we are “much more likely to act our way into a new way of being than to think our way into a new way of acting” .

All that’s to say if you are feeling stuck in a rut then I would caution you against making dramatic life-changing decisions.

4. Change is not linear

If you are like most people you may believe that cracking a major career question goes something like this: realise that there is something wrong about your current situation

• reflect on what you really want to do, your ideal end point
• identify your options against your fixed goal
• take a series of linear, sequential steps to get there.

It’s a great plan on paper. Unfortunately it’s not the plan followed by people who successfully reinvent their career. Alternatively you might imagine a storyline more like a movie script. The film’s hero (you) has an epiphany about what they will do for the rest of their life. They write a Jerry Maguire-like memo and stick it to their boss. They start afresh in a new industry and become incredibly successful. The End.

The reality is much messier. Successful career changers tend to start experimenting with new job ideas. You might start volunteering somewhere at the weekend. You might go and work-shadow a friend who has a job that kind-of appeals to you.

Change happens in fits and starts. It is rarely the transformative revelation that great novels & movies will make you believe. Neither is it a slow, steady, gradual evolution. You will likely start chipping away at a new idea, suddenly you will get huge traction and everything will be changing and before you know it, it has all slowed down again.

The main message here is that opportunities for significant transitions in your life will come and go. If you are looking to make changes then you will need to embrace these moments of opportunity even though you will never feel quite ready for them.

5. You are good at things you don’t enjoy

Many career sessions involve trying to understand what gives you energy. What do you enjoy doing irrespective of whether you are being paid for it. These are typically labeled skills or talents or strengths. Sometimes the career coach will then interview the client’s friends and colleagues to get a more complete perspective. They will hear that you are also really good at some other things that you don’t enjoy. Most of us get confused about activities that we have had a lot of experience. These are ones that we might have accumulated years of experience and we get praised accordingly either verbally or in our performance appraisal. But that doesn’t mean that we like doing these things.

The chart is relatively straight-forward and one good way to think about this stuff . In the top-right you have your Realized Strengths. These are the things that energize you, that you are good at, and that you get to do frequently.

In the top left you have your Unrealized Strengths. These are the things that energies you, that you are good at, and that you may not get to do very often. They are by definition hard to identify because you have had less experience using them. In this quadrant lies huge amount of personal opportunity.

In the bottom right, you have Learned Behaviors. These are the things that you are good at, but that drain you when you are doing them. For me this is project planning. Sometimes they are necessary evils. Other times they are the primary way that you are earning your living. Overly focusing on this quadrant is the cause of most people’s unhappiness in the modern workplace.

In the bottom left, you have your weaknesses. You are neither good at these, nor do they give you energy. These are best avoided at all costs.

Which of these five most applies to you? What's your plan to overcome them?

Top 10 approaches to enjoy work

Time to read this post: 6 minutes


It's time to take a position. Why do some people consistently love their work? After multiple degrees, hundreds of academic books & articles, years of interviewing people in their work, I want to summarize what actually works. For people who love their work, what is it that they do? What are their tricks? Their secrets? This may eventually turn something more than a blog posting. For now I want to share the ten most effective approaches that I have learned on my journey thus far.

Three is the magic number. Most self-help books will tell you that there are three rules, three secrets, three pathways to happiness. A holy trinity. Three is a good number because most of us can't remember more than that. I can't recall the names of the seven dwarfs let alone the fifty ways to leave your lover. But what bothered me was that each each academic or book that I read cited a different three. One has Pleasure, Engagement & Meaning. The next has Strengths, Flow and Mindfulness. Or Achievement, Savoring and Love.

What seems to be the problem? Imagine a company that is losing money. Before we can assess what to do, we need to understand the firm's current situation. What is its competitive position? How much money does it have in the bank? What do its customers think of the products they sell? Do employees enjoy working there? Only then can we offer an initial opinion. And yet with people, authors and academics ignore all of that and tell us there are only three things to consider. I'm sorry, but life's more complicated than that.

I have tried to synthesize every major theory about what influences how we enjoy our work. It draws from behavioral economics and Greek philosophy to top athletic coaching and Positive Psychology. It's not a comprehensive list but it's my best starter. I have boiled it down to the ten most important approaches. And I bet that three of them are highly relevant to you. But it probably won't overlap with the three on my list. Over the coming weeks I will explore each of these in turn.

Top 10 approaches to enjoying work (as of October 2010)

1. REFRAME: One way to enjoy work more is to reframe your challenges and time in a more positive light. You might ask yourself each morning "What's going to be good about work today" or start a meeting with "What's going well on our project?". You do acknowledge where you are behind, or what's going wrong but your positive perspectives notably outweigh the negative.


2. STRUGGLE: work needs to be tough enough. We need challenge and without it we get bored. It is about having goals that your really have to stretch for; about pushing yourself, about time flying by as you are absorbed in your work. People who excel here have mastered how to set goals well, who jump into projects that both scare and energize them, who let themselves get lost in the moment.





3. STRENGTHS: focus on using your strengths each day not just shoring up your weaknesses. People who excel here understand what energizes them and reframe their daily work to use their strengths in new ways. These people know the cards that life has dealt them and they lead with their strong suits. They do know their weaknesses but don't obsess over them. For example if they are highly creative but in a non-creative role they still invent excuses to brainstorm and to let their imaginations run wild each day.



4. SIMPLIFY: declutter both physically & mentally. Life is awash with choices and it's easy to drown. People who excel here don't try and do everything perfectly. They compare the prices of three products not three hundred. They delegate less important decisions to other people. They outsource repetitive tasks to personal assistants. They keep one master 'to do' list so they don't have to remember everything going on. They are happy with 'good enough', it frees up time to do other activities they really enjoy.




5. QUIET PLEASE: dampen the constant chatter that runs through your head. We are so used to the running commentary in our brain that we tend not to notice it. People who excel here might practice meditation or they might do active exercise. They are quick to notice if they are ruminating and they know how to stop. If a colleague calls them incompetent they don't take the bait. They can let it wash over them. They have a sense of calmness and serentity about them.


6. CONNECT: make sure you have colleagues who you trust. Actively develop friendships at work. Other people matter to our happiness much more than we realise. People who excel here have colleagues who they can go to for great advice. They have friends who will look out for them and who have their backs. They share the values of their co-workers. They genuinely care about the well-being of those around them. They allow their true selves to shine through and not feel like they are suppressing their true identity



7. GIVE: help other people. This is about making other people successful and happy - both co-workers and customers. People who reframe their work as bringing value to the lives of individuals (colleagues and clients) find they have more meaning in their working lives. They find excuses to do favors for others. They are aware of what they are uniquely good at and use that as a way to offer assistance. Although this is rewarding in itself, these people then find the reciprocity of others overwhelming. They find this approach offers both personal success and happiness


8. REHEARSE: practice all important conversations, presentations and interactions you have. Rehearsing can be boring and so we decide to wing it instead - it'll be alright on the night. People who excel at this approach tend to be obsessive in their preparation for important events. They role-play sales pitches with their colleages who play devil's advocate. They video themselves delivering a keynote speech on their Flip camera and watch it. They brainstorm all the things that could go wrong and plan their response. They walk into the room well-prepared. They find this approach leads to both success and enjoyment.

9. SMELL: appreciate the here and now. Day after day of back-to-back meetings, monotonous commutes, growing to-do lists, it is challenging to remember to enjoy the journey. People who excel at this have mastered the art of being fully present in the moment. When you meet with them, you have their rapt attention. Their lives are busy but they make time to enjoy the small stuff. To make time to enjoy lunch. To switch up their route to work. To stand in the sun in the carpark taking in the view and inhaling deeply. To retain their sense of wonder and fascination with the beauty of the world

10. IMAGINE: have a compelling vision of the future that you are drawn towards. Many of us are stuck in the past, haunted by our past failings, ruled by our fear of failure. People who excel at this approach are not stuck in the past but pulled forward by the future. They are climbing a ladder but know that it's leaning against the right wall. Their vision gets them energized through the tough times. They understand how the current chapter of their life fits into the overall story. They respond to question about "what do you do?" with tales of where they are heading.


Each of these approaches can sound trite. They get boiled down to meaningless catchphrases. I plan to explore each of these approaches over the coming weeks. I will share the theory, the challenges, the tricks & techniques that work for people that I've interviewed.


Tough questions
i) Which of these approaches do you already follow successfully?
ii) Which would most benefit you in your work?
iii) What is the smallest thing that you can do that would make the biggest difference?


© The Tough Guide 2009

Before you quit your job

Time to read this post: five minutes

About once a month, I get an email from someone at my company who is confused. They want to change career. They want to get a new job. Sometimes they are just done with work. Almost always they have decided they want their life to be different. But they don't know where to begin. So we get a coffee. We talk about how they feel, what they want, what their plan is. I thought that I would share the two big questions that they tend to grapple with. There are some useful resources and approaches out there and people seem to like them.

Question one: What do I really want to do?
Most of us only have a vague sense of what kind of work would bring us a combination of pleasure, challenge and a sense of meaning. When I ask people over coffee what do they think they want to do they tend to give vague answers. "I'd like to work in finance". "I'd like to get a job in retail". The problem with trying to define yourself by industry is that there is huge variation in job type within a sector. The day-to-day interactions with colleagues, the length of commute, your boss's sense of humour will have much more impact on your levels of enjoyment than the abstract industry it may be part of.

Po Bronson in his book argues that working out what you want to do is actually the wrong question. Instead you need to ask yourself "Who do I want to be?"; "What do I stand for?"; "What values do I want to embody?" Then from that place of being you can then think about doing.

A wise colleague of mine says that when he works with CEOs he gets them to take out a blank sheet of paper. On the left hand side he gets them to write down what they love doing. On the right hand side they write down what they hate doing. He has tried doing this with "what I am good at" on the left and "what I am bad at" on the right - but he says that simply doesn't work. It has to be what you love and hate. For me the things I love would include things like "Being the center of attention when telling a joke; running in forests; working fast to hit a deadline; analyzing data in excel; applying lessons from one academic discipline to another..." These are things that really energize me. So the first step I recommend is to get a clear understanding of what gives you energy and what drains you. This is closely connected to playing to your strengths, understanding what motivates you, what your preferences are.

Practical tools:
1. VIA strengths assessment: go to http://www.authentichappiness.sas.upenn.edu/Default.aspx, login then take the VIA strengths questionnaire
2. buy Strengthsfinder 2.0 by Tom Rath. It will give you a code to do their online test (not as long as VIA)
3. Reflect on your Myers-Briggs type or DISC assessment
4. Write your 'What gives me / drains me of energy' list
5. Ask colleagues & friends how you occur to them. When do they see your eyes light up?
6. Re-read those business school applications
7. Write 100 words about your top 3 life experiences, then the bottom 3. Reflect on what it was about you and situation that made them so exhilarating / poor.

Blah blah blah. Undoubtedly all good stuff. But unfortunately these all rely on uncovering a deep truth about what you value most. But often you don't know what you don't know. How can I tell if I should resign and set up a non-profit when I have never done anything like it. Daniel Gilbert in Stumbling Upon Happiness points out that most off us are terrible at predicting what will make us happy. Hermina Ibarra in Working Identity argues that the classic model of i) think hard about what it is you want to do ii) go and do that is not borne out by people who have successfully changed careers. In fact quite the opposite. Most people who redefined their work and careers began experimenting on the side. "Adults are much more likely to act their way into a new way of being than to think their way into a new way of acting."

This is about starting side projects. When I was doing my MBA I got very interested in Organizational Behavior and Executive Coaching. I decided to become a life coach. I trained with the Coaches Training Institute (picture a twenty six year old British guy and 24 middle-aged women from Iowa sitting in a hotel room in Washington DC for five long weekends). I tried giving coaching to practice clients. It was fine but I found it lonely and missed my teammates and colleagues. Thank goodness I had not yet resigned from my steady job as a strategy consultant.

Now I recommend people "try on a new hat" when they go out. The next time you are at a dinner party and someone utters those dreaded four words ['what do you do?'], don't mumble an apologetic reply about your current boring job. Instead explain your vision for the future. "I'm thinking about starting my own dance studio" or "I plan to be working in digital marketing by the end of the year". The other person will invariably ask you all about these exciting plans and you get the chance to see what it feels like to be a budding entrepreneur. They will ask you questions or offer opinions that will make you consider your plans from a fresh perspective. You will walk away with new questions, new plans and a better sense of where you should be heading.

Question two: How do I find a new job?

OK, you know what energizes you but you don't know where to find the job that fits the bill. Classic job search approaches include: writing your bio/CV/resume, cover letter, interviewing skills, networking, references and the like. Again, this is all good stuff but I have a couple of different views.

If your new job does exist somewhere, it is probably more than one handshake away. As we know, networking is not about who you know but who knows you. I look at my hundreds of LinkedIn connections. About 80% of the list are a variety of former-strategy consultants and friends from my MBA. Now if I do NOT want to end up in the strategy department of a large corporate I need to start thinking about my networks very differently. In fact the impressive networking list may not be much good at all. If I ultimately want to be running an NGO in Africa then I need to start running in very different circles. Which circles do you want to be networking in? What would you need to get involved with? Who should you be getting a coffee with?

Here's some worse news: you're close-to-ideal job probably does not exist. Instead you are going to have to create it. Of all the best parts of my current job, I was not asked to do any of them. Zero. Instead I just started side-projects. As long as I was doing my main job well then nobody seemed to question how I used my spare time. A couple of year’s ago I wrote some training in my spare time on the seven things consultants don’t know about enjoying life. I presented it to a group of five secretaries over pizza one day. I even paid for the pizza. It wasn’t very good to tell the truth. But I kept tweaking it and making it a little better. And word spread. I got asked to present it to larger groups. Now two years later I am now invited to give the presentation all over the world. I love doing it. And now I’m paid to do it. It all starts with experiments on the side. Of course, initially this means more work for you. And that's a barrier for most people. That said it has been one of the most consistent strategies that I have seen other people use to create a role that they love. Normally it takes about six months to see if your side-experiment gets traction. It might be something that your current job morphs into. Or it gives you confidence to break out on your own or with friends.

Let me know if you want to grab a coffee.

PS Many of my ideas are inspired by two books:
A: Working Identity by Hermina Ibarra
Working Identity: Unconventional Strategies for Reinventing Your Career

B: What shall I do with my life? - Po Bronson
What Should I Do with My Life?: The True Story of People Who Answered the Ultimate Question

There are also classic books out there like "What color is your parachute?" which is perfectly fine, it's just really long / thorough and I can never get past chapter three.
What Color Is Your Parachute? 2010: A Practical Manual for Job-Hunters and Career-Changers

How to change a habit: the pedometer experiment

Time to read: 3 minutes

Over the years, I have been to more than my fair share of corporate training courses. In general they are mildly interesting with one of two nuggets of information. The real problem is this: despite my best intentions, I rarely do anything differently when I get back to work. I want to. I plan to. But if I’m honest with myself, I always slip back into the old routine. That’s why I’m really interested when something comes along and actually changes my behavior.

I had read that walking 10,000 steps a day was very beneficial to health. Some longitudinal study or other of Harvard Alumni. There’s even a pretty chart about it on the Harvard Health Website showing an asymptotic curve. Walk more, die less. Fair enough.

However there are lots of things that would make me healthier. No beer, no hamburgers, no bacon, no cheese, no fries. I agree with the science. I respect the health columnists who prescribe it. I would like to have more moderation in my life. But I still order a cheeseburger and lager whenever I am in bar. Which is too often.

And then six weeks ago I bought a pedometer and it all changed. It was $25 and had lots of stars and good reviews on Amazon. I popped it in my pocket on Monday morning and set off to work. I live in New York and it’s quite an active lifestyle: you walk to the subway, you walk to grab lunch, you walk home. Sometime I get a cab but normally I’m pounding the street. So at the end of the day I got it out of my pocket and prepared myself to be congratulated. 1,850 steps. Not 8,000 or 5,000, but my entire day was just 1,850 steps. I’ll be honest, it was exceptionally disappointing. This small electronic device was starring at me telling me that I’d failed.

Since that day in September I have changed my daily routine. I now frequent a sandwich shop about ten minutes walk away. Often I walk right down Broadway before jumping on the subway home at Union Square. My wife has one too. We check in during the day to see how we’re doing. It’s ridiculous really.

And I pop it all into a spreadsheet every Sunday night. I’ve average 8,750 a day since September 20th – that was 375,000 steps ago.

So a hundred-fold cheaper and three days shorter than a corporate training seminar. Not bad.

How to save time - Online countdown

Time to read this post: 1 minute

When I use the internet to do some quick research I frequently lose an hour. I start wanting to check a name or date on wikipedia and before I know it I am watching videos on hulu or reading the BBC entertainment news about day time TV shows I have previously not heard of. All this changed about a month ago when I starting using an online countdown.

The idea is simple. Before I embark on a task, I set the countdown for the amount of time I would like the task to take. Or for when I would like the alarm to ring. Want to check out the football scores? OK I set it for 3 minutes. Look up flight times to London? 5 minutes. Status updates on Facebook? 10 minutes. You get the idea. I have found the tool simple and it frequently stops me from getting ridiculously distracted. Sometimes I will deliberately only give myself a couple of minutes for a ten minute task and then race to see if I can get it done.

One of my friends came back to me saying it was one of the simplest, most game-changing techniques that has improved his effectiveness at work. Apparently it is "completely huge".

Now I've taken in a step further and this is what really made the difference for me. I now have the online countdown as my default homepage. It's the first page I see when I open Internet Exporer or Google Chrome. I can't get around it. Before I embark on a mindless journey down interweb rabbit warrens, I pre-agree with myself that it will only last for a few minutes at most.

What you need to do in Internet Explorer (time to action: 30 seconds)

1. Open internet explorer

2. Copy & paste http://www.online-stopwatch.com/online-countdown/ into the URL

3. Go to tools, Internet options then click Use Current

As Stephen Colbert would say, "you're welcome".

Your story in ten sentences

Time to read this post: 1 minute





One Thursday afternoon in November, the former president of Harvard University and noted orator Edward Everett spoke to a large crowd. Critics thought his speech was "erudite, moving, and well-delivered". Given his speech was over 13,000 words, he clearly had a lot to say.

As a former professor in Greek literature, Everett was masterful in his language. After more than two hours at the podium he wrapped up, "But they, I am sure, will join us in saying, as we bid farewell to the dust of these martyr-heroes, that wheresoever throughout the civilized world the accounts of this great warfare are read, and down to the latest period of recorded time, in the glorious annals of our common country, there will be no brighter page than that which relates the Battles of Gettysburg". The year was 1863.

I had never heard of Edward Everett. But I do know Abraham Lincoln, the man who followed him.

In just over two minutes Lincoln delivered what is regarded as one of the finest speeches of all time. It is only 242 words - ten sentences in length. It reminded me of the power of an effective narrative. Fortunately, we don't have to deliver stirring speeches on battlefields at the end of civil wars. But we do need to be heard.

Tough questions

• What is the next conversation, speech or meeting where you would like to be heard? Specifically when is it? Who do you want to be heard by?
• What is it that you want the other person(s) to remember ? What is the one sentence that summarizes it?
• How can you hit that objective by telling a story? Telling an anecdote? Using two minutes rather than two hours to be heard?

Write down your ten sentence narrative. Now.

The Gettysburg address

"Four score and seven years ago our fathers brought forth on this continent a new nation, conceived in Liberty, and dedicated to the proposition that all men are created equal.
Now we are engaged in a great civil war, testing whether that nation, or any nation, so conceived and so dedicated, can long endure. We are met on a great battle-field of that war. We have come to dedicate a portion of that field, as a final resting place for those who here gave their lives that that nation might live. It is altogether fitting and proper that we should do this.

But, in a larger sense, we can not dedicate...we can not consecrate...we can not hallow this ground. The brave men, living and dead, who struggled here, have consecrated it, far above our poor power to add or detract. The world will little note, nor long remember what we say here, but it can never forget what they did here. It is for us the living, rather, to be dedicated here to the unfinished work which they who fought here have thus far so nobly advanced. It is rather for us to be here dedicated to the great task remaining before us—that from these honored dead we take increased devotion to that cause for which they gave the last full measure of devotion—that we here highly resolve that these dead shall not have died in vain—that this nation, under God, shall have a new birth of freedom—and that government: of the people, by the people, for the people, shall not perish from the earth."

India calling - Virtual assistants

In 2005 I got myself a virtual assistant in India to make my life easier. It was an unmitigated disaster. Four years later and I am trying again. So far so good. This is a posting for those interested in what I outsource and how to do it successfully.

Time to read this post: 4 minutes

Who I use: I signed up with Get Friday on their 10 hours per month package. I considered doing pay as you go but I wanted to force myself to get ten hours of someone else helping me. It's about $10 / hour. There are many other services if you Google "Virtual Assistant" but this was a recommended firm that I trusted. By the way, if you do choose Get Friday and say you are referred by Alan Foster - I'd appreciate it.

Why do it: My wife and I had been to a wedding in Mumbai. We stayed with some friends in Bandra where we had breakfast with the father of our friend. He ran four different businesses and only seemed to work for a few hours a day. When I asked how he did it, he said he just got other people to help make his life easier. He had a man for everything. Why didn't I? I had also read Tim Ferris's Four Hour Work Week and become convinced that getting leverage from someone else was the way to go.

Enter Leo: my virtual assistant's name is Leo and so far it has been a huge success. I send him tasks via email. To give you an idea of what I use him for, here are a selection of the last few weeks:

1. Plan detailed parts of international travel: it was my school reunion in France and I got Leo to find a chateaux for my wife & I to stay the night before. he then found some recommended restaurants en route to our reunion that we could drop by for lunch the next day. He sent us PDF versions of the directions on Google Maps that I could print. On another occassion he summarised the recommendations on where to go in Brussels from the best of the New York Times, Guardian, Lonely Planet, Rough Guide & other sources I had recommended. This last weekend we were at a wedding in Pittsburgh, Leo sent us a summary of where to go, what to see and festivals / events that coincided with our stay. I was really busy at work and it was one less thing to worry about. Afterwards I send him a quick email about what I liked and what was missing from his research. He is extremely eager to learn & improve.

2. Job search: I had been procrastinating about doing research about other companies I might want to work at. Leo did a screen of all the portfolio companies of specific private equity firms in New York, put them into an excel spreadsheet, added descriptions, # of employees and then told me how I knew people at that company through LinkedIn. I have given Leo access to my LinkedIn website. He screened ~500 companies in a few hours - it was a repetitive task I had been avoiding. Well worth it.

3. House hunting: I have Leo regularly reviewing houses for sale near oneline where I live in Brooklyn and he alerts me when one that fits my criteria.

4. Website design & maintenance: my mum recently got her PhD and she wants to have somewhere online where people can come read more about her work and contact her. Get Friday has a team of web designers who can put this together in just a few hours. They are on it right now.

5. Document scanning: I realized that my work at home is cluttered. All my business school notes are in many folders scattered around the floors. Leo has researched places in Brooklyn where I can send the folders, get them scanned in onto CD-Rom and then recycle the originals.

6. Speech planning: I recently had a speech to give in London on stress management. I didn't know that much about the subject. Leo scoured the web and even watched a one hour video on TED lectures which he summarized into one document for me.

7. Weekly check-in email: I have Leo send me a weekly checkin email every Monday morning asking me about things I am trying to track each week. Stuff like how many times did I go to the gym, did I speak with my sister, did I use my strengths in a new way? I have 7 set questions that I track. Stuff I mean to do but without someone else hounding me I am likely to fall out of the habit. I had tried getting a Life Coach but I find this new method much more cost effective.

In the future I plan to have Leo do much more of our online shopping for us (he doesn't have my credit card details but their billing team does so it is secure). Down the line I can imagine him & his colleagues helping me run an online business.

Tips: if you do go down this route one of the most important things I have learned is how to request a task. I now always describe a task in 5 parts

a) goal: here is what I am trying to achieve (so he understands my overall intent, he might spot a faster way to do it or know another customer who had a similar request).

b) suggested approach: include your ideas for how he might do it. what sources would you recommend (e.g. if you are looking for a hotel do you want a chain where you have a loyalty card(e.g. Starwood) or a boutique hotel located downtown). Without your advice your assistant may assume you want the same as their other customer who has terrible taste.

c) format: do you want it in an email, to give you a call, in a word document, PDF etc

d) max time to spend: without guidance your assistant might spend five hours on something that you meant for them only to take fivee minutes. Sometimes I say "please work on this for 30minutes then email me and send an estimate for the total time you think it will take"

e) deadline: help them prioritize. sometimes I want it by end of day, sometime end of the week is fine. normally he will complete any task within 24 hours

Real example from last week:

"Leo, we are going to a wedding in Pittsburgh, USA this Friday for the weekend. We are looking for advice on things to do during the day on Saturday. Please could you do a search online (including the New York Times, Wall Street Journal) and see if there are recommended activities and good travel articles (e.g. good restaurants for Saturday lunchtime in central Pittsburgh); museums; anything else. Please could you summarise into a Word document.
Time to spend on this (max 30 minutes)

Deadline end of day Wednesday August 26th

Thanks, Alan"

So that's where I am right now. Still trying out new approaches but it's working out much better than my experiment in 2005.

PS One of my colleagues also uses Get Friday and has his VA (Virtual Assistant) look at match.com to look for suitable dates. They have had sessions over the phone to make sure the assistants understands his tastes in New York thrity something women...

Tough questions:

What are the repeatable tasks that bore you and someone else could help with?

What have you always dreamed of doing if only you had a bit more time to think about it?