In this episode, Uriah of Productive Therapist joins the show. Uriah thinks that life is too short to burn out early. So, Uriah gives us tips on conquering the overwhelm and growing your practice seamlessly with the least amount of stress possible. First, we chat about how you can conquer the email overwhelm by using the inbox zero method and only checking your inbox three times a day. Later, Uriah reveals the three keys to productivity, and we talk about personal knowledge management.
Meet Uriah Guilford
I am a licensed therapist & group practice owner. I want to help you be more productive, profitable & happy with your business and your life. Basically, work less and get more done!
If you have achieved any level of success in your private practice then you can relate to the following. You have more tasks to complete than hours in the day. You work super hard because you are passionate and want to grow. Sometimes you neglect your self-care and other important things in your life. Not so great right!?
That is why I have built a team of amazing virtual assistants for practice owners just like you! Hiring a virtual assistant in 2012 was one of the best decisions I ever made. It allowed me to double my business income without feeling like I was losing my mind. Actually, go on vacation and not be tied to my iPhone the whole time.
And serve my clients better! It made such a massive difference for me and it can for you as well! If this sounds interesting, check out our services page and the most frequently asked questions we get all the time.
Helping Therapists Conquer Email Overwhelm
Do you feel frustrated and overwhelmed with your email inbox? In Uriah’s 7-Day Email Transformation Challenge, there are basically seven days of tips that have pretty quick action steps. On day two, he talks about batching; it’s the simple idea of taking similar tasks, putting them together, and doing them simultaneously. So when you apply that to email, it means checking and processing email at certain times, but not throughout your day, not constantly.
Uriah has made a massive change just this week – whenever his workday is done, he will close his email so that when he gets back to the computer the next day, he won’t see his emails right away. Uriah created a schedule to process emails three times a day: nine, twelve, and three. Uriah hasn’t been perfect. However, this week has made a huge difference so far because he is getting a lot more things done when he is spending hours away from his inbox. Typically, when someone has an email – they feel the urge to respond to it right away. Take away the urge!
Reaching Inbox Zero
Inbox zero means processing all your emails to the point where there are zero emails left. Uriah personally likes to be at inbox zero. Whether you have ten emails or one hundred emails, responding to the essential people and taking care of the things that are top priorities will be crucial. When you pay less attention to your inbox, you may not process every email you have. However, you can snooze the emails that are not urgent for you to respond to that day. Gmail has the most powerful tools for organizing – it lets you create filters and sort messages to prevent inbox overload.
The Three Keys of Productivity
Uriah highly recommends checking out Michael Hyatt’s book, Free to Focus A Total Productivity System to Achieve More by Doing Less. In the book, Michael speaks about the three keys of productivity: elimination, automation, and delegation. So, Uriah likes to strategize with therapists to remove things from their calendar and their to-do list. We automatically add things that we think we need to be doing to our calendar. So whatever you can eliminate from your schedule and your to-do list is going to help you free up your time and let you focus on the important stuff. Also, automate anything that you can! For instance, Gmail has filters that you can help automate your email process. Lastly, delegation is Uriah’s favorite productivity hack. Anything that you can get off your plate and have somebody else take care of for you will immediately free up your time and help you be more productive.
The Problem Of Success
When you start a private practice, you have a revenue goal. However, you don’t know what it will feel like you when you get there. Handling all the calls while seeing clients while updating QuickBooks is going to be overwhelming. Also, we may not be the best person to be taking on all of these different tasks. You can find a competent person, whether it’s a virtual assistant or somebody you hire, that comes into your office to take over that role. If you are busy seeing clients, then your phone is going to be sent to voicemail. In the meantime, those people are calling other counselors and shopping around. So, it’s critical to have someone answer your phones while you’re in session – you simply cannot do both! Most people wait too long to hire someone to help with their phones.
Personal Knowledge Management
Personal knowledge management encompasses how we take in, collect, and access all kinds of information. If you just think about it as a therapist, all of the CPUs, training, and information that we collect over time becomes hard to organize and find when you need it. Uriah has been actually using Evernote, it’s been around for a long time. He uses that for basically everything. Whenever Uriah has an idea, he writes it down! The nice thing is that a lot of them are tagged, and they’re easily searchable. He uses Evernote to track his goals, it’s basically his second brain. Another app that Uriah loves is Todoist – it’s a task manager you can trust for life.
Gordon Brewer 0:00 This is the practice of therapy podcast with Gordon Brewer, helping you to navigate your private practice journey. This is session number 176 of the practice of therapy podcast. Hello, folks, I'm Gordon Brewer, hope you're doing well and hope that you are having a good week or weekend wherever you might be listening to this, I know that as I'm recording this, I'm getting ready to start the weekend and looking outside. And it's just too pretty to be inside doing this. But I'm love doing this anyway. But I got to get outside because it's just, it's just a beautiful day. But anyway, glad for you to be with me if this is your first time listening to the podcast. Welcome. And I hope you're subscribed, subscribe to the podcast, wherever you might be listening to it. So glad for you to and excited about this episode. And actually the next two episodes, I've got some really special people with me. And it's turning out to work out pretty well with as far as the timing. As I've mentioned before, one of the things that I love doing is being part of mastermind groups. And the mastermind group that I'm currently in has got some special folks, cat, Whitney Owens, and I've got Jessica top Hannah and Uriah, Guilford and myself, get together regularly and just do mastermind stuff together and just talk about our practices and our businesses and our goals and that sort of thing. But this week, I've got my friend, Uriah Gilford on the podcast. And if you don't know about Uriah, he's got a podcast called the productive therapist. And it is one that I just absolutely love. In fact, with Uriah, I just recently, bands listened to several of his episodes. And I don't know if I've hit all of them yet, but pretty close to it. But I think you're just going to love Uriah and just our conversation around productivity and just managing our time. I know that our mastermind group that we just recently had, that was one of the things that we were talking about with each other is how do you juggle several things I know, a lot of us. I know for me, I'm not only running a private practice, but also keeping up with another business, the practice of therapy. And then just juggling all I've got to juggle at home with as I've mentioned, my wife is disabled and so just concerned about her care and doing all of those things. And I know for a lot of you out there with kids in this past year, with COVID and having to do homeschool. And just all of that time just seems like there's never enough of it. And so in this episode I'm going to be taught you Uriah and I talked about that, and some of the things that he some hacks that he has taught and also talk about the the mini course that he's got. And it's on getting control of your inbox. And so I'm excited for you to hear more about that. But before we get to my conversation with Uriah you know one of the things I wanted to let you know about some of the most common questions I get asked by my consulting clients, and also listeners of the podcast is just around transitioning from solo practice to group practice and how to bring on other therapists in having your own group practice. And because leading and owning my own group practice has been such an important part of my own professional journey, I wanted to share a resource that I've created with my friend and fellow practice owner, Dr. David Hall over at Site Maven, if you go over to practice of therapy.com slash group, you can access a free automated webinar, and it's called solo to group practice, adding more threat therapist to grow your time and income. And in this webinar, David and I share some of the most important lessons we've learned in our own journey as private practice owners and we also give some practical tips And ways to challenge maybe your own self doubt about starting a group practice. And also, we talk about some of the major pitfalls to avoid when launching a group. We've also included in the webinar just some time limited bonuses and discounts that are exclusive for those are participate in the webinar. So wherever you are in your private practice journey, and if you'd like to ask access this free resource on considering group practice, please check out our automated webinar at practice of therapy.com slash group. Again, that's practice of therapy.com slash group. And speaking to today's theme of today's podcast episode, have just really been more productive. I'd love for you to go over and check out the sponsor for today's podcast, therapy, notes, therapy, notes, calm, they are the leading Electronic Health Record system for mental health providers there who I use in my practice, and really couldn't do without them. And one of the things that is just so great about therapy notes is that that helps you to automate so much within your practice, there have got a patient portal where people can schedule themselves, they can also make payments, they can also do paperwork, all of that in a paperless environment, all within the platform of therapy notes. It also will send out insurance claims if you're insurance based, and also send those important appointment reminders so that people show up for their appointments and that you know that they're coming. They've also got built in to the platform, tele mental health capability. So you can do everything right there with your clients. If you're doing telehealth, and it's all right there, that therapy notes has consistently had a 4.9 star rating by its user, so a lot of people are using it. The other thing that you can do is if you're using another system, another EHR, they will transfer your records and help you with that process with no problem at all. So be sure and check them out therapy notes.com. And if you'll use the promo code, Gordon just Glr do and you can get two months of their services for free. So it's a win win situation, you can check them out for two months. So be sure and check them out therapy notes.com. And so without further ado, here's my conversation with my good friend Uriah Guilford, from the productive therapist podcast. Unknown Speaker 7:58 Gordon Brewer 7:59 Uriah Guilford 8:21 Gordon Brewer 8:22 Uriah Guilford 8:44 Gordon Brewer 9:39 Uriah Guilford 10:48 Because it's, I mean, just between you and me, honestly, it's something that I constantly struggle with, because I do. I think like most of us, I get a ton of emails, and I have this constant temptation to be just spending too much time in my inbox. And I can do it for most of the day. And I can, quote, unquote, waste time. Yeah, right. Processing email, because it feels very productive. And it feels like I'm accomplishing things when I'm not actually getting the projects and the important things done. So I decided to create a seven day challenge for honestly, myself and for, for any therapists to help them sort of tame their inbox, or you know, conquer email, overwhelm, whatever you want to call it, right? Yeah. Yeah. So you're, you're talking about me again? Because, yeah, cuz I know. And listening to one of your podcasts, one of the one of the things that with email is that always feels it always feels urgent, when it really is. Mm hmm. Yeah. Yeah, that's true. I always think about email as somebody else's priorities for my day. Yes, yes. So usually, on my computer, on the left, I've got my task list, like the priorities, the things that I need to do today. And then I open up my email, and then all sudden, I'm down 17, rabbit holes, you know, and I'm calling my, my web host is to solve a problem with my website. Oh, man, there goes. Yeah, yeah. Oh, wow. Yeah. So So why don't we dive into that a little bit, just talking about productivity? And just, yeah, the email, the email thing? And, and I've got some thoughts on that, too. So yeah, tell tell. Tell us about that. Yeah, I'm actually super interested to see what's at some point, see what's inside of your Google workspace course. Because I'm pretty interested in that. I think maximizing those tools that Google provides us. Right, right is a huge benefit for all of us. Yeah. So I'll tell you one of the things that I'm taking my own advice, and turns out, it's pretty good. But I'm taking my own advice on this particular thing. And in my seven day email transformation challenge, there's basically seven days of tips that have pretty quick action steps. And on day two, I talked about batching, which I'm sure you're familiar with, maybe listeners are to just the simple idea of taking similar tasks, putting them together, doing them at the same time. So when you apply that to email, it means checking and processing email at certain times, but not throughout your day, not constantly. So one of the changes I've made just this week, actually is to every night or whenever my workday is done, actually close my email, so that when I get back to my computer The next day, I don't see it until I want to see it. Mm hmm. And then I created a schedule to basically check in process email three times a day, right o'clock, 12 o'clock, three o'clock, something like that. Right? I haven't been perfect. But I can tell you that it's made a huge difference this week so far, because I'm getting a lot more things done when I'm spending hours away from my inbox, because I don't know about you, but when I see things when I see emails that need to be responded to. I have this urge to go do it. Yeah, right. Right. Right. Yeah. Doesn't Right. Yeah. Yeah, it says Matter of fact, that happened just a few minutes ago for me. So I mean, it's just yeah, so it's just a crazy, crazy kind of phenomenon. Yeah, you know, they're tackling your inbox is Gordon Brewer 14:54 Uriah Guilford 15:30 Although I'm not sure how much of it just my control issues versus like, actually, yeah, you know, being productive. So I think, focusing on the important things, whether your inbox zero emails or 200, responding to the important people taking care of the things that are really top priority is, I think, the most important thing. But I do personally, I don't know about you, but I personally love inbox zero. And I, one of the things that I used to do that is the snooze button in Gmail. Unknown Speaker 16:21 Gordon Brewer 16:22 Uriah Guilford 16:29 Gordon Brewer 17:00 Uriah Guilford 18:23 Gordon Brewer 18:25 Uriah Guilford 18:52 Gordon Brewer 20:29 Uriah Guilford 21:26 Gordon Brewer 23:23 virtual assistant, in my own practices is that, you know, if you're, if you're busy seeing clients, that means there's going to be whole periods of time, within your day at which, you know, the naturally your your calls are going to go to voicemail, and people are going to leave you messages. And so in the meantime, there probably might be calling around to other other counselors or therapists trying to find somebody. Right. And but since since we've had an intake coordinator, that's their sole job, they're able to answer the phone, you know, during regular business hours. And it's, as you said earlier, just has had much, much higher conversion rate, in terms of retaining clients, and that's where they Am I just hired a new therapist, and she's already full. And so that's great. Yeah. And so it's just, yeah, it's pretty. It's, again, it's always a good return on your investment. You know, if you're paying somebody $30 an hour or something like that, to answer the phones for you, you're absolutely going to reap the benefit of that. Uriah Guilford 24:36 Gordon Brewer 24:40 Uriah Guilford 25:29 Gordon Brewer 25:30 Uriah Guilford 25:37 Gordon Brewer 25:39 Uriah Guilford 25:50 Gordon Brewer 26:00 Uriah Guilford 26:05 Gordon Brewer 26:39 Uriah Guilford 27:31 Gordon Brewer 27:35 Uriah Guilford 28:19 Gordon Brewer 28:20 Uriah Guilford 28:22 Gordon Brewer 28:54 Uriah Guilford 30:45 Gordon Brewer 31:59 Uriah Guilford 32:36 Gordon Brewer 33:05 Uriah Guilford 33:51 Gordon Brewer 34:06 Uriah Guilford 34:07 Gordon Brewer 34:10 Uriah Guilford 34:40 Gordon Brewer 35:18 Uriah Guilford 36:11 Gordon Brewer 36:13 Well, I hope you enjoyed my conversation with Uriah as much as I did, there was just, it's always great to connect with him. And I love what he is doing just around productivity, and really focusing in on that with us in our practices. Because as a lot of us figure out along the way it's getting busy is good, but then you've got to manage the busy ness of things. I mean, having a full practice creates a whole other level of stress, you know, going from very few clients, which is stressful in and of itself to a full practice. Again, it's a whole different level of stress and your eyes get some great stuff. And I'd encourage you to go over and check it out. And you can find him at the productive therapist calm. And of course, there are links here in the show summary in shownotes, to be able to hook up with Uriah and find find out about those things that he's offered. So Wow, this, that was a great episode, I just had to I went back and listened to it. And again, just really enjoyed it. And I'll probably listen to it again, because your eyes just full of full of a lot of wisdom with that. So be sure and check out the solo to group practice webinar. It's a free webinar. And you can get to that at practice of therapy.com slash group. And be sure to check that out. It's there for you and you get to schedule, the time that you watch it. And so it's really a good thing. So it's all automated. But I want to invite you to go over to check that out, especially if you're thinking about starting a group practice or going from solo to group but also for those folks that might be just getting started with group practice. I think there'll be some valuable information for you there. And also, as always, be sure and check out our sponsor for the podcast, therapy notes, therapy notes, calm, and they are the leading Electronic Health Record system for mental health providers in private practice. They're who I use my practice, and they have some of the highest ratings of any Electronic Health Record system out there. So be sure to check them out, therapy notes, calm and use the coupon code, or promo code Gordon just Glr doin and you can get two months of their services at no cost. So that is a pretty big deal right there. So be sure and check them out. And so again, thanks for joining me for this particular episode. Do take time to subscribe to the podcast, wherever you might be listening to it. Whether it be on Apple podcast or in Google podcasts or Stitcher or Spotify, Spotify, amazon music, any of those places you should be able to find us and subscribe and leave us a review. I love getting feedback and also a rating so be sure to do that if you will. So thanks again folks. Oh, and just here before we close, be sure and listen to the next two episodes because again, you're getting to hear from some of my inner circle peeps. Whitney Owens and Jessica tapana are going to join me and once you hear the rest of the the two of them You'll see why I love my mastermind groups so much, so be sure to check them out. So, take care folks, have a great rest of your week or weekend, wherever you might be listening to this, and we'll talk to you again next week. You have been listening to the practice of therapy podcast with Gordon Brewer. Please visit us at practice of therapy.com for more information, resources, and tools to help you in starting, building and growing your private practice, and if you haven't done so already, please sign up to receive the free private practice startup guide and practice of therapy.com. The information in this podcast is intended to be accurate and authoritative concerning the subject matter covered. It is given with the understanding that neither the host guests or producers are rendering legal accounting or clinical advice. If you need a professional, you should find the right person for them.
This episode is brought to you by the solo to group practice webinar. It's a free webinar that you can find at practice of therapy.com slash group, and also brought to you by therapy notes therapy notes.com.
Hello, everyone, and
welcome again to the podcast. And I'm so excited to have you right Guilford with me and Uriah and I have recently connected and are in a mastermind group together, which has just been great. And I'm really enjoying to get to know Uriah and knew I had to have him on the podcast. So welcome Uriah.
Thanks, Gordon. I'm thrilled.
Yeah, and one of the things I'm going to say is that Uriah has one of the best podcasts out there. They're productive. They're pistons, I'm going to give a shout out here on the front end, and we're going to be talking some more about that. But you're Ryan, why don't you tell folks a little bit more about you and kind of how you've landed where you've landed within your own private practice?
Absolutely. Yes. Thanks so much for having me on the podcast. This is this is awesome. So I'm a licensed Marriage and Family Therapist in Northern California. So just above San Francisco, and I've had a group practice here serving teens and families for about six years. And then about four years ago and 2017. I actually, as a result of being in a mastermind actually kind of interesting story started productive therapists to kind of solve my own need for part time administrative support, specifically in the intake coordinator role. And then over after a little bit of time, I realized that a bunch of my therapist friends had similar needs, and it kind of spontaneously a little organically grew into this legitimate, a full on virtual assistant business. That's been an absolute blast to create and is honestly one of my biggest passions right now. So that's, that's the super short version.
Yeah, yeah. Yeah. And so as I mentioned, you, Ryan, I are in a mastermind group together. And we're, we're really working hard to hold ourselves accountable for a lot of the stuff we're working on just within our practices, but also, as consultants in this whole private practice consulting space, but You know, one of the things that and that I just get real excited about and I was telling Uriah that I've been binge listening to his podcast here lately but but Uriah is one of those productivity gurus I aspire to be that when I grow up as to be a productivity guru, but but Uriah has really whittled down some of the things that we would deal with every day within our practices around productivity, particularly, like email for her for one. And I know, I would be embarrassed to show people my inbox right now. But one of the things that urai has put together as is this is I'll let Uriah tell about it, because I'm gonna, I'm gonna mess it up here as your I tell folks about
No worries. Yeah, yeah, I was just thinking, as you were talking, I like I don't know if my interest in productivity is because I'm ambitious. Or it's because I'm lazy. It's one of the other maybe write a little bit of both, but I like the idea of being as efficient as possible, so that I can, you know, get work done, and then get back to life and, and having fun, those kind of things. So yeah, I'm, I am a huge technology nerd. So as well as productivity. And so one of the things that I've been thinking about a lot lately is email management.
I've gotten to the point where I probably get literally hundreds of emails every day, anywhere. from, you know, newsletters and things that I've subscribed to, to people in my practice, and then also with the practice of therapy, and it's really taken me a while to really get things down to where they're manageable. But there's one thing that I haven't quite gotten to, which is Inbox Zero, you want to talk about inbox zero. And what your thoughts on all of that.
Yeah, so I don't think that's the most important thing for everybody. And for anybody who doesn't know what Inbox Zero is, it basically means processing all your email to the point where there's no, you know, there's zero emails in there, right? I personally like to do that. And I have a few tricks to to get there every every day if I can.
Do you use that?
I've started using it. Yeah, cuz I learned about that from you. And Alright, yeah, yeah, something that's been pretty cool.
So as I as I've been paying less attention to my email, I'm not actually processing everything every day. Which is actually, it's hard for me to do that. But what I did last night, I was like, I'm done for the day, I've accomplished enough. And I literally checked the button to highlight all the emails that were in my inbox, click the snooze button, and I sent him to the next day at eight o'clock. Like, you know what, I'm dealing with that tomorrow. So it's a version of Inbox Zero. But it's really just kind of snoozing. The right that aren't urgent.
Yeah. Yeah. And that's, that's I don't know about any of the other ones. But that's, that's a feature within within Gmail. And I'll just say is your I mentioned, I put got a course out there called Google workspace for therapists. And it's just recently reopened. And so when this when this particular episode comes out, the cart will be open for you to go take a look at that. But anyway, that the thing about the thing about Gmail is it's got one some of the most powerful tools for organizing, of any email service that I'm aware of, I mean, as far as creating filters and having things to skip your inbox all together. And so I've really, really been honing in on that, again, another tip that I learned from Uriah, and his podcast was, what to do with all the newsletters that I get, because, again, those are never urgent. But they're stuff that I might want to look at later. And so creating a filter so that if it contains the word, unsubscribe somewhere in the email, it automatically goes to a new it gets labeled or tag to go into another ad on my inbox and into that folder as I like to call it.
Yeah, I'm gonna get one. That's a gal.
Yeah, it is. It is. So yeah. So when you when you think about productivity, Uriah What? What are the? What are some of the things to get started with that if a person is just feeling unorganized, and maybe overwhelmed by, you know, just either the practice or the life in general? What what are some starting places that you'd like that? You see?
That's great question. I always go back to the framework that I've learned from Michael Hyatt, who's an author and a virtual business mentor. You heard of him? Yeah. Oh, yeah. Oh, yeah. I'm actually just reading his most recent book called when at work. And he's got this great framework for productivity. He calls it the three keys of productivity, which are elimination, automation, and delegation. So I like to talk to people about that and just strategize around what they can remove from their calendar and their to do list. Because we all have those things, right, though, especially as therapists if we're connected with, you know, Facebook communities or listening to these inspiring podcasts, we automatically add things that we think we need to be doing. So whatever you can eliminate from your schedule and from your to do this, it's just going to help you free up your time and focus on important stuff. And then automate anything that you can happen like we were talking about with the Gmail filters, for example, right? Things that you can cause to happen automatically, whether it's through your EHR software or through other tools. That's super, super helpful. And then the last one is my favorite, which is delegation, which ties into the virtual assistant support. But anything that you can get off your plate and have somebody else take care of for you is going to immediately free up your time and help you be more productive. Yeah, so that's kind of like the framework that I like to think about productivity through. And I really don't think that productivity is about working more or necessarily getting more done. It's just about using your time and your energy wisely.
Right, right. Yeah, yeah. You mentioned just being able to delegate. And I know, in just consulting that I do with other people, one of the first places that I think people tend to hold off on delegating is, it's just really had their whole intake process of being a feeling like they got to answer all of the calls and answer people's questions and do all the scheduling and that sort of thing. And that will absolutely wear you down, which is absolutely the first most important place to outsource in my, in my opinion, where you're going to see an immediate return on your investment, by outsourcing those kinds of things. And I know, that's really kind of what one of your passions as well, and you started your whole company around that of, of finding virtual assistants. So yeah, you want to talk some more about that?
Definitely, you know, what you're talking about there is I think one of the problems, I call it a problem of success, right. Because when you start a private practice, your goal is to, you know, get X number of sessions and clients per week, and maybe you have a revenue goal, or you've got all kinds of things that you imagine, but what you don't know in the beginning, is what it's gonna feel like when you get there. So when you have that for private practice, or when you start and grow a group practice, you don't know what it's gonna look like until you get into it. And I think what you're talking about there is handling all those intake calls, while tracing clients, while trying to update your QuickBooks while trying to you know, do all the things that you need to do, it becomes overwhelming, right. And despite what we mostly what a lot of us think, we're not necessarily the best person to be talking to folks and matching them. I think a lot of therapists do a really good job of that, obviously, you know, it's what we do for a living is we connect with people, and we help we help them. But you can absolutely find a competent person, whether it's a virtual assistant, or maybe somebody that you hire, that comes into your office to take over that role, and do as good of a job as you are doing or maybe even better. So. Right. Right. I like to tell this story that when I hired my first intake coordinator, I thought for sure, you know, like, he was a common thought, but nobody can do this as good as me, right. And for sure, his numbers are going to be lower his conversion rates, if you will, right, the number percentage of callers that become clients, and it was the exact opposite, that his numbers were actually better. And he did a better job of matching people with my therapist than I could, because when I would talk to somebody on the phone, they would feel connected to me and want to work with me. And then it was harder for me to pass them off to another therapist. So I was pleasantly surprised by that and and never have never gone back to now.
Right? Yeah. And one thing I've learned just with our
Definitely. How long did you wait until you brought somebody on for that role?
Well, way too long, probably. Because, yeah, so it's, it's interesting because I moved from in my own in my own group practice. I started out with having contractors, and so I had everything routed. I had a phone system set up to where it You were going to set an appointment with that particular person, or just routed them to them directly. I and so, but still, that was a problem of them getting a voicemail and not really answering things. And so really when it got to be I think what I started getting overwhelmed with trying to juggle everything is the point at which I hired an assistant and so Right, right, yeah, and that just made a huge difference.
Yeah, you don't want to go back to you
know, Oh, absolutely. Yeah. That's fact. A fact I panic at the thought of my virtual assistant ever laid.
Right. Yeah, absolutely. I feel the same.
Yeah. All right. So, yeah. So, um, what are what are some other things that you've been working on your eye on here lately?
Oh, my goodness. Well, what have I been working on? The most recent was the seven day email transformation challenge. So I would love for people to check that out. And I'll give you a link. So you can maybe put in the show notes?
Yes, absolutely. Absolutely. That's been pretty fun.
working on improving my podcast, I'm also doing some hiring. And we're expanding our digital marketing services. So we help people with a number of things, virtual assistants that handle intake. The virtual assistants also handle like general administrative tasks. And then we also do some digital marketing, which has been a lot of fun. That's kind of another passion of mine. So we manage people's social media, we help them with blogs and podcasts. So basically, content marketing, marketing, the newest one there is we're actually helping people edit and promote their podcasts.
Oh, wow. A lot of fun. Yeah, that bad. Yeah, that's a, that's a, that's a, again, just thinking about when I started this podcast, I was doing all of the editing and all of the recording and all of that sort of thing. And that was one place where I realized, okay, I got to have somebody else do this. Because it was taking me, you know, for, you know, for a 30 to 40 minute podcast, it was taking me four hours to get it all pulled together and get the show notes and all of that. And so, I've got my wonderful virtual assistant that does all of my podcast production, Rachel. So shout out to you, Rachel. I'm sure is, is that is just been a huge lifesaver for me. Just here. That's great. Yeah, yeah. Gordon, do
you have a separate virtual assistant, one for intake and one for the podcast? Yes,
they're really, really kind of keep the two parts of non business separate in that way. Yeah, that's, you know, it's just and things are the way things continue to grow. It's really I'm probably I've got my practice, the practice of therapy under the umbrella of my private practice, but that's probably gonna change this year. In fact, I'm gonna have a meeting with my accountant about that here before too long, but yeah, so it's, um, you know, learning all this business stuff, and just learning how to manage things in an effective way. And then, then just being able to juggle all the pieces is been real. been a challenge at times. So,
yeah, that for sure.
Oh, yeah. Oh, yeah,
I actually just I started productive therapist under the umbrella of my counseling Corporation, and kept it that way for the longest time, just because it was simple and easy. But then just January of this year, I split them off into two separate legal entities. So that that has so far has been a bit more work. I'll be honest, huh, of course, but definitely worth it. So they both you know, kind of exist on their own and have their own, you know, profit and loss statements and all that good stuff. Right. That was a good move. Good move for me so far.
Right. Right. Yeah. Well, you know, speaking of speaking of productivity, I'm curious to find out from you. You know, one of the one of the things that I learned along the way not only from Michael Hyatt, which, by the way, I use the full focus planner, guy ever, I don't know that I we've actually shared that in our mastermind group, but I'm, I love my planner. But one of the one of the things that I learned in this was probably from David Allen's book, getting things done, which is another one that I would highly recommend. Although I was talking with someone this past week, they were reading it was a client of mine, actually. And they were reading the book and they were just talking about how overwhelming it was. And I'd say it's a good book and I love the G g t d system. But I think the Michael Hyatt systems a little more easy to navigate, and he's got another book. As a matter of fact, I'm getting ready to listen to this. This newest book, when at work, when what is it called again? When at work and succeed at life? Yes, yeah, that's that was it. And I will have links again in the show notes to all that. But another one that he's got out is called free to focus. And then the best year ever. But anyway, where I was going with this before I get too far with tangent is, it's just the importance of being able to capture things as they come in, because we're constantly, you know, email is a classic example of that. But there's other things that get handed to us along the way that we want to attend to. What what are you finding is a good way to kind of capture things as you move through your day and through your weeks? and that sort of thing?
Excellent question. So I recently got introduced to this term, this acronym, PK M, which stands for personal knowledge management, which basically encompasses how we take in and collect and sort of collate and access all kinds of information. If you just think about as a therapist, all of the CPUs that we go through and the trainings and all the information that we collect over time, it becomes hard to organize it and and find it when you need it. So I'm, I've been actually using Evernote, which probably a lot of people have heard of, it's been around for a long time. And I use that for basically everything. So whenever I have ideas, I literally have like 8000 documents in there. But the nice thing is that a lot of them are tagged, they're easily searchable. And so I use that to track my goals. And it's basically my second brain is what I call it. So anything that comes in that I need to capture, that's not if it's a to do, right, I put it in my to do manager, my task manager. But if it's anything else, I pop it into Evernote, and that's that's where it lives, including files, including all kinds of links and anything you can imagine.
Right? Right. Yeah. And I've been use I used Evernote for a long time too. But I've switched over to Google Keep and, and I and it's very similar. Evernote has got is a little more hefty, and that it's got, I think a better way of just kind of sending things to people and being able to create notebooks and all that sort of thing, which I think is, is if you got a lot of stuff. And so I'm kind of using both. But when you mentioned your task manager, what are you using for that.
I'm a huge fan of an app called to do list. And it like like most of them, it synchronizes you know, syncs to all all platforms. And it's really simple to use. But it's also very feature rich and stuff you can do just about anything you want to I use that actually with my team too. So in order to delegate things to my, you know, my podcast editor, or my virtual assistant, or various different people on my team, so we have, you know, shared projects within that. So that that works really well. How about you?
Yeah, I've been I've been using Trello is, is one, another one that I've gotten recently familiar with, through my friend, Daniel fava. And he, we, we did a redesign of my practice website. And we used Asana, and for that, and that that was a very good one as well, I think there, there are some others. There's one called base camp, which is is really more of a communication kind of thing. But she can do projects and that sort of thing. But I think yeah, it's sometimes, like, I get Yeah, I get a bit nerdy over that. And just not for sure I can get, I can get kind of blinded by the lights. Like,
I think about productivity to just use tools that work for you. Right, and don't change them. If you can help it don't change them. Unless you really need to. It can be tempting to do that. Especially sounds like for people like you and I. Yeah,
yeah. Yeah.
It'd be nice if Google tasks was actually a good app.
Yeah, yeah. It was really not. It really doesn't have that many how much stuff to it. So no, yeah, yeah. So that would be but well, Uriah, I want to be respectful of your time. And I know people are just going to love this episode. But tell folks a little more about how they can get in touch with you and and also the the challenge, the inbox challenge that you've got going and how they can find that.
Definitely. So everything that we do is over on productive therapist comm including the podcast, including the blog, we've got a number of online courses, we've got a really cool membership program that gives people access to all of our courses and some other fun things. So you can take a look at that there including the seven day email transformation challenge. which you can find in the show notes, hopefully to refer people to check that out. And I just think the important thing to me is that we, you know, focus on our work, help our clients and and then get back to enjoying our lives and have some nice balance between the two.
Right, right in your eyes correct. There'll be links here in the show notes and the show summary to most all the things we talked about here on this episode. So you're right, I know you and I are getting together again next week. And for our focus group, and, you know, one of the things are, are actually mastermind group, I call them focus groups as well. But what one thing I would would mention to folks, just along those lines, and just talking about being productive, I think, seek out ways to get some mentoring and find groups that you can be with, like a mastermind group or a focus group, because it has absolutely not only enriched my life, but also has caused me to be more productive and actually move the needle forward. It's always, always worth the time that I spend in a mastermind group.
Totally agree. Totally agree.
Yeah. Yeah. So well, you're I'm sure will be that I'll have you back on again. So thanks, again, for joining me.
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