Work Lean

How to create your own personal search engine and remember everything.

– Brad Beckstrom- Thefrug.com.

Have you ever scribbled a quick note, found something on your smartphone or online and bookmarked it, only to never find it again? Sure, the bookmark in your browser worked fine, it’s just you’re having trouble remembering some of the details, like what it was you thought was so great about the company, idea, article, gadget or piece of information in the first place. If the thought comes to you again this certainly makes it hard to find.

This can be especially frustrating at work. What was the name of that company that makes that free widget? Wazzle, Ziplot, Xplant. Search even becomes more difficult with all of the similar sounding Web 2.0 names out there. There’s just not enough information in most domain names or descriptions to make bookmarks very useful.

I have hundreds of bookmarks, dating back years. They are basically useless broken links from companies I don’t recall much about. I’ve found a better way.

On May 9, 2009 at 10:07 AM, I discovered Evernote. A free note taking, smartphone, web and desktop app linked to the cloud. I remember this because every note is automatically annotated with a date time and location. I took a picture of a place I wanted to stay at the beach. The photo automatically included a map and was now searchable by the address, name of the property, date time month location etc. Even the text in the photo of the sign was automatically synced and searchable. This included text in logos like Sunspot below.

I was just getting started. I also added the free Evernote App to my iPad , Google Chrome, and the desktop version for my Mac. All of these sync with one free Evernote account. This is where the personal search elements really come in handy. Once you add Evernote to your browser, you can clip and quickly tag information on any webpage. Evernote then saves all kinds of information to help you find that page in the future. You can add your own tags like “Taxes” or “Vacation“ or “To Do.” This browser plug-in / extension is available for most modern browsers and is super convenient for quickly saving a simplified version of any article, stripping away all of the extraneous screaming headlines and other unrelated information like banner ads with dancing monkeys.

For traveling, I like to add the airport code as a tag or note to make things easier to find. like PDX for an upcoming trip to Portland. The Frug likes to make reservations way in advance and this comes in handy when trying to instantly pull up flight, hotel and event details I lined up four months ago. It’s also helpful when you visit a city several years later and want to pull up your old info, like a cool restaurant or hotel you found. You can also clip any type of information and attach it to a to do or reminder in Evernote. Example: book this hotel next May.

The greatest feature of Evernote is the search function. You can obviously search in the app or in your Evernote account but the most useful feature is the search plug-in for your browser that displays all of your past related notes directly in your Google search results. So, if I search Dewey Beach not only do I get that note I created back in 2009, but also some important info related to a client program and a hotel reservation.

After a very short time, you will find yourself remembering everything and being of great assistance to friends, clients and family members who can’t remember the name of that thing we found or place we stayed. Because you’re primarily searching just your results, there’s much less muck to dig through to find what you’re looking for.

Here are my five quick steps to creating your own personal search engine with Evernote:

Go to Evernote.com and create a free account.
Download the desktop app and browser plug-in available for most computers.
Activate the browser plug-in or extension, Evernote calls this web clipper.
Get the smartphone app.
Start clipping, snapping, tagging and sharing anything that interest you. You’ll be glad you did later.

You’ll also be able to get rid of all those notes and scraps of paper that pile up on your desk and in your wallet.

Do you suffer from click tangents? How to get on a high quality, low information diet.

12/13 by The Frug Leave a Comment

“A wealth of information creates a poverty of attention.”

Herbert Simon

The first time I read about a low information diet was in one of my favorite books The 4-Hour Workweek by Tim Ferris. Tim talks about cultivating selective ignorance by ignoring news in general. It took me a while to adopt this philosophy, but living just outside of Washington DC, it’s become enjoyable ignoring the news, with a US Congress that has basically become a circus of bought and paid for fools, on both sides of the aisle.

I’m sure many may push back on this idea saying that they need to keep up on business news for their job or for the concern that they may come off as uninformed on current world affairs.

So, instead of ignoring all news, I am going to share my strategy for ignoring 24/7 world news outlets and, at the same time, improve the quality of information that’s relevant, and most importantly, enjoyable for you.

1. Ignore the major news outlets. All of them. Everywhere.

If this is a diet, then most major news sites are potato chips. Little distractions and pieces of news that you click on and 30 minutes later you forgot what you were doing. These include those little feature articles at the bottom of news sites with fascinating tidbits of information that you just have to click on. As an ad guy, I can tell you many of those articles are bought and paid for and really don’t have any useful information that cannot be found elsewhere from a better quality source.

Even with my efforts to ignore them, these types of stories occasionally still find me, primarily through cookies in my browser. Next thing you know I’m clicking through 10 slides about some useless tidbit of information that has nothing to do with what I’m working on or any entertainment value.

I still find myself occasionally wandering off on what I call “click tangents.” .Take a look at my browsing record and you can even see that the link I clicked on regarding inexpensive places to live was a paid link. If you start at the bottom you can see I was reading an article about Apple’s deal with China Mobile and was distracted by one of those boxes with eight pieces of fun and interesting news tailored specifically to my browsing history aka cookies. Then I continue to click through 10 consecutive slides that also were on pages with ads tailored to my browsing history.

While this may be effective for clients promoting products it’s certainly not effective for getting anything done personally.

2. Quality Content Curation

Recently I shared my rant on cutting your cable bill using content curation for TV viewing. The same strategy can be applied to the entire web, including what you listen to in the car or on your phone. This can all be accomplished with two simple tools RSS feeds (reading) and podcasts (listening).

Get an RSS feed reader. RSS now stands for really simple syndication. In a nutshell it allows you to follow a distraction free list of the most knowledgeable sources on any topic. I’m going to just recommend one feed reader here (Feedly) but there are many out there. Once your feed reader is set up you can search for top bloggers authors and writers on nearly any topic.

I like Feedly as it allows you to easily group and filter the blogs and writers you follow. They also have smartphone apps and apps that work right in your browser for Google Chrome, Safari and others. They also make it easy to un-follow or quickly add feeds directly from websites. Once your feed reader is installed, just type in the feed or topic you’re looking for and click subscribe.

You can organize feeds into simple groups.

personal finance
comedy
photography
technology
cooking
fitness

Now you’ve created high-quality curated news that’s designed just for you. You can completely skip over reading about Congress, the latest budget battles or Middle Eastern oil negotiations. Major news outlets just shovel the stuff out and are trying to deliver lots of content surrounded by distractions.

If you’re just starting out, go slow. Just follow a few of your favorite bloggers or writers. Avoid the major news outlets and other (firehose style) feeds that dump five or six articles per day into your feed. These will get old fast and you’ll be right back where you started with too much content and not enough quality. Search for quality content from writers who post maybe one or two well thought out articles per week.

Here are a few of my favorites:

Tim Ferriss

Mr. Money Mustache

AJ Leon The Pursuit of Everything

The Minimalists

If you do most of your reading on a tablet or smartphone, I would recommend the app Flipboard. You can search and follow the same writers there. The app uses a fantastic touch interface that is perfect for these devices.

3. Quality mobile curation for your listening pleasure

Once you dump the news outlets, it’s time to get rid of their radio broadcast counterparts including all the chucklehead DJs deep diving into completely useless topics. If you like to get your newly curated content on the go, walking or in your car and don’t want to be one of those people stepping off curves or worse because they’re looking at twitter on their phone then it’s time to rediscover podcasts. Podcasts used to be a pain in the ass. You would have to download them or transfer them to your iPod then try to sync the whole mess and go back in and delete stuff.

This has all changed with smartphones. Just search for a highly rated podcast app in your phone’s app store. You’ll be amazed at all of the high quality content on virtually any topic delivered commercial free largely with the exception of a few sponsor mentions. You’ll never hear another law firm or next day loan ad again. I’ve been using the new podcast app in iOS7 and I will never listen to the radio in the same way. Here are a few podcasts I’ve discovered and I’m just getting started:

Ted talks audio – Ideas worth spreading

Blogcast FM with Srinivas Rao

The Nerdist podcast

This American Life Podcast

Once you download the podcast app, you can search under any topic or try out a few that interest you from the popular by genre list. I recommend downloading a few recent episodes while on Wi-Fi so when you want to go for a run or a long drive they’ll be loaded up and ready to go and won’t run up your wireless bill.

Good god, I ramble on, time to wrap this up.

Simplify your life and avoid click tangents by putting some heavy-duty quality filters on any information that comes into your world.

Avoid the major news outlets. They profit from sensationalizing bad news that has little effect on your day-to-day life.
Curate what you do read with a high quality RSS Feed Reader.
Stop listening to chuckleheads and news on the radio. Subscribe to a few high quality podcasts.
Avoid similar distractions on Facebook and Twitter by using RSS feeds and podcasts.

Keep living lean….The Frug

Crush your ADD tendencies using a Pomodoro.

11/13 by The Frug Leave a Comment

Crush your ADD tendencies using a Pomodoro.

ADD. Attention Deficit Disorder. You hear this term so often now “She’s so ADD” or “Oops, that’s my ADD kicking in again.” Seems like many people have just self diagnosed. I believe most are just suffering from ADD tendencies created by our time crunched, multi screen lifestyles. The constant stream of Facebook updates, Twitter streams, and 24/7 streaming video, news, weather, celebrity updates. It’s difficult even for the most focused of us to get stuff done. There are a lot of “get stuff done” systems out there. Sure!!!! Just add one more checklist or website I need to go to to get stuff done, right? No thanks.

The High Intensity Answer

I’ve stumbled upon what I believe is an excellent solution for those with ADD tendencies. The answer lies in high-intensity training methods. Recently, I switched from traditional workouts, maybe two or three times a week to daily workouts, incorporating high-intensity training for short 20 minute periods.

This has been very effective for several reasons. When you know you can get something done in 20 minutes, there’s less dread involved in the task. Using high-intensity training, my workouts are so quick that they’re over before they feel like they’ve gotten started. The big advantage here is that I can always find 20 minutes to squeeze one of these in daily. This versus the two or three days a week I was trying to fit in a 60 minute workout which was significantly more difficult.

This worked well for me, so I began thinking about how the theory behind high intensity training could be applied to other everyday tasks. In my search, I came across the Pomodoro technique.

Are you ready, because it kicks ass.

The Pomodoro technique was named after a popular kitchen timer called the Pomodoro. This is a basic 25 minute kitchen timer. The Pomodoro technique involves focusing on single tasks in 25 minute intervals. The technique is designed to block and manage distractions during these intervals. (Don’t worry, you don’t need to set a kitchen timer on your desk. You can use any timer, or your smartphone, to time your intervals)

The technique works by training you to block distractions during, and completely focus on, the single task at hand during each 25 minute period or “Pomodoro.” Once you start a Pomodoro, you’ve committed to avoiding any distraction until the 25 minute period of focus is completed. It’s fine to mentally acknowledge a distraction and then train yourself intentionally avoid it. See – just now I acknowledged a distraction to search for the Molly Cyrus Wrecking Ball video I heard someone talking about. By the time I finish typing this, that distraction may be forgotten. If not I can just get to it after this interval.

Over time you learn to use these Pomodoros effectively, assigning one or more to each project you need to get done during the day. You’ll learn to quickly estimate how many Pomodoros certain tasks will take. For instance, this blog post may take two Pomodoros with a break in between.

Eliminate Burnout

Just like in interval training, the breaks are important. Essential to the Pomodoro method is the notion that taking short scheduled breaks while working helps eliminate task burnout and keep you focused.

Conclusion

The endgame is you get more done and take more breaks. You’ll find that the 25 minutes of focus makes it a lot easier to ignore phone calls, tweets and other distractions while that timer is running. It also helps you identify the distractions. When I first started using it, I had to set my phone, with the timer running, in clear view so if I had the urge to check something online or pick up my phone, I quickly saw I had X number of minutes left in that interval.

The more you do this, the better you’ll get. Check out the video and read the book on becoming a Pomodoro Master. Clearly something you’ll be able to brag to your friends about. “Wow, who would’ve thought Brad would ever become a Pomodoro Master.”

Put a Knife in the Heart of your Junk e-mail

10/13 by The Frug Leave a Comment

Do you hate unsolicited e-mails? I’m not talking about straight up spam, I already know you hate that. I’m talking about e-mails you may have signed up for intentionally or unintentionally. It kind of works like this, you purchase something online, donate to a political candidate, request some information from a company like healthcare, banking services, widgets etc.

The Hook

You may have even checked off the please do not send me any more information box at the bottom of the from. Somehow they find you. The biggest abusers are often companies you gave permission to. So, for instance, I may follow my favorite hotel for special offers, the next thing you know I am receiving offers from three or four other hotels in the same chain.

Or, I may have donated to a certain political candidate and now I’m receiving multiple e-mails from candidates and other talking heads in his party. I definitely did not want to hear from these people. I could haplessly search at the bottom of these e-mails for the minuscule hidden unsubscribe link. Then login with more information and attempt to unsubscribe, often a fool’s errand. I could just mark the e-mail as SPAM or JUNK, however, I may be blocking actual e-mails I want to receive. This also often fails to block or trash e-mails from others in this group.

The Suckiness

Okay, regardless of how many ways I describe this, it sucks. It’s also unfair to bloggers, organizations and companies that spend some time creating newsletters, offers, and information you actually want to receive. This pisses some people off so much they declare e-mail bankruptcy and just shut off their e-mail address only to create a new one and start all over. Another trick I’ve used in the past is to use a “junk persona” or just a working junk e-mail address on Yahoo or Gmail, for those times you need to receive confirmations or links but don’t want to use your personal e-mail. This is also a pain in the ass.

The Solution

Now that I’ve completed my rant, I will share a FREE solution I’ve been using for the past year. It’s called Unroll.me. Once you sign up it scans your in box automatically searching for e-mails that you’ve subscribed to either willingly or unwillingly. Unroll.me then asks if you would like to consolidate these e-mails into a single rollup.

Unleash Your Inner Ninja

This is where the fun starts. This is where you get to exert your new found knife wielding powers on your unwanted e-mail guests. Unroll.me will present you with a list in alphabetical order of all of the e-mail subscriptions it has found in your e-mail account.

You don’t need to deal with them right away. They will stay in your inbox until you mark them as,” add to rollup” or “unsubscribe” you also have the choice to select “keep in inbox.” As you can see, my work e-mail was out-of-control. I actually unsubscribed to 174 lists so far. As far as all the other lists they go, into the roll up which is sent to you once a day allowing you to quickly scan any of the e-mails you’ve chosen to keep. My current rollup includes 481 lists. Some of these lists you may only hear from a couple times a year and they will neatly be placed in the roll up. My daily rollup averages about 5 or 6 rolled up messages. You can always unsubscribe or move them back to your inbox at any time.

Here’s what the subscription page looks like so you can quickly go through and unsubscribe, add to roll up or keep an inbox as new lists appear. You will be amazed at how many lists you’re actually on.

Some of these lists you will want to keep in your inbox and others you’ll have never heard of, and can dispatch them immediately forever with a click of the mouse. Generally, I won’t recommend something that I haven’t used for quite a while. I can say that Unroll.me is really onto something here.

End Game

If you’ve ever been distracted by an e-mail, this is the tool for you. It allows you to batch all of this less than important stuff into a quick daily single e-mail you can quickly scan through or trash. There are definitely organizations, companies and bloggers I want to hear from but don’t need them filling up my work inbox.

As you click on items to read in your daily rollup, you will be taken to a page where they are all consolidated by day. You can also sort them by category.

If you’re not sure about this, try it with a personal e-mail or one of your old junk e-mails. You’ll quickly see the value in unsubscribing and working lean with a much trimmer inbox.

Buy Your Next Car Like it’s your Last.

10/13 by The Frug 2 Comments

One of the best ways to live lean, work lean and travel lean is to own a classic car. What?! Okay, about now you’re saying the Frug is nuts, classic cars are exotic, expensive and require lots of work. Well I’m going to debunk that myth and redefine the term “Classic Car.”

A recent Forbes article profiled Mr. Money Mustache, an early retirement guru. When asked about his top recommendations for early retirement, number one on this list was cutting automotive expenses. One eye-popping number in the article was the additional $150,000 he saved towards early retirement by cutting automobile expenses to a minimum. Yes, he still owns a car. (His formula, quoted in the article, says to multiply your weekly auto expenses by 752 to get the cost per decade)

I believe it’s possible to save this kind of money and, at the same time, drive a classic car that you enjoy. It really depends on how you define “classic car.” So, here’s my definition of a truly classic car. And seven steps to get you there.

It’s paid for. Pick up any personal finance book,( a few of my favorites here), and you’ll undoubtedly come across the great benefits of owning your vehicle and making it last. If you buy your next car like it’s your last, plan on paying it off in three years, that’s when the real benefits begin.
It’s at least 10 years old. There’s something about a great looking well-maintained older vehicle. These aren’t exotic cars, just your average, Fiat 500, Ford Bronco, Jeep Cherokee, SAAB 900. Look for cars with classic lines, a cult following, and basic features.
Bottom of the line. When purchasing a new or gently used car that will become a classic, you want to avoid a lot of bells and whistles. For example, GPS systems and satellite radio are largely being replaced by smart phones. Trust me, you don’t need all those extras. Fewer bells and whistles means fewer things that can go wrong later. As an added benefit, the smaller more efficient engines come standard in these vehicles.
You don’t drive it as much. When you add the time-related cost of commuting to the cost of vehicle-related expenses, the savings for a couple can be closer to $300,000 over a decade. Find a way to work from home more often, or bike to work, and you can make this number a reality much quicker.
Taxes and insurance are minimal. If you live near city with high insurance rates like I do, or in a state with personal property tax like I do, then you can cut costs further with an older car. Insurance companies use factors like monthly mileage and age of the vehicle. Personal property tax in states like Virginia is also based on vehicle age and value.
Know your mechanic (he doesn’t work at a dealer.) Auto dealers have very high overhead and a lot of these costs get passed through their service department. Do some research on Angie’s List or ask around and find a good mechanic who works out of an independent bare-bones operation. If you’re turning an old Audi or Saab or other imported vehicle into a classic, look for specialists who work independently on these brands and come highly recommended. You can start on craigslist and nextdoor.com.
It’s the only car you drive so you keep it in like-new condition and track its recommended service intervals on a mobile app or website like www.driverside.com. Most of those dire warnings about older vehicles becoming money pits are from people who drive too much or treat their cars like garbage dumpsters. TLC will get you that extra 10-15 years you’re looking for so you can look forward to driving a classic!

Next time you see a great-looking classic Datsun 280Z or Jeep Wrangler, take a close look. That could be you behind the wheel in your completely paid for classic car. You’ll also be part of a tribe like the “SAAB 900 Tribe” or the “Ford Bronco Tribe.” People will stop you, ask you about your classic car and admire your great taste. Start now, after 10 years, your like-new car will start to look like a classic, in 20 years it will be a classic. All that money you saved on car payments, insurance, and taxes will be in the bank, working for you.

My 10 year old Audi A4 is rapidly on its way to becoming a classic. It doesn’t look a week over five years old and paid off 7 years ago.

Have you turned an everyday car into a classic? I’d love to hear your story.

The Frug

Feed The Pig

09/13 by The Frug Leave a Comment

This photo does not do justice to SuperK’s seafood gumbo. It tastes even better the next day. I’ve always been a huge fan of leftovers. In our family, groceries are our second-largest expense, so as The Frug, I am always going out of my way to make sure nothing goes to waste unless it’s absolutely necessary (mold growing on it, stinks, slimy to touch etc.).

The average family of four in the US spends about $1025 a month on groceries. In urban areas, like the DC Metro area, this number is closer to $1250. My wife SuperK tells me our grocery bill is even higher due to the fact that we eat lots of Meat, Seafood and other high protein delicacies.

So, it’s a bit of a conundrum to be a Frug and still really enjoy giant lumps of crabmeat floating in your gumbo! One way we like to deal with this is maximizing the leftovers. Years ago, I came across the website http://www.feedthepig.org/. It has links to some simple calculators and ideas to put your savings in high gear by skipping all kinds of things, including expensive lattes, $13 lunches and premium cable plans. Feed the Pig also lists all types of expense slashing ideas (by habit) to help you reach your savings goals.

Replacing some lunches out with leftovers is a great way to do this. One big advantage of working from home, or an office with a nice fridge, is the ability to really tap into the leftovers and skip a few lunches out a week. You’ll also find that, if you do it right, most of the leftovers will be a lot healthier than what you might find at that gourmet burger joint or KFC.

Here’s a quick look at some results from the lunch calculator. Notice I still eat out once or twice a week. The key message here, is that you start to apply these frugal tools to other expenses in life, like a latte-a-day habit or shoe addictions, you can really start to see results. As you get closer to financial independence, you’ll find that you’ve applied this type of thinking to many parts of your daily life and have started putting those dollars to work for you. Keep in mind every dollar that you save and invest will continue to work for you and produce returns year after year long after you’ve stopped working for a paycheck.