Institute of Awesome


6
Aug 10

Avoid the Sales Funnel Swirly

That Pareto was a real dog! (photo cc dairycows2)

Do you track your clients before the ink is dry?

PROBLEM: Your True Hourly Rate is a hidden, mystical creature. A unicorn! But you want to find and pet the unicorn. Petting unicorns is profitable. To find the unicorn, you must go on a quest… to track all the time related to your work.

SOLUTION, PART ONE OF MANY: Figure out exactly what it costs you to acquire a new client. How many hours spent prospecting? How many hours spent doing initial consultations? Then how much work does that lead to?

Track time spent swirling around your sales funnel from the very first point of contact, and you’ll find your True Hourly Rate unicorn coming out of the magical mist.

Begin tracking your time the second a new client reaches out to you — by email, phone, twitter, or carrier pigeon.

Track…

  • the time spent on emails
  • the time spent fretting about what to put in the email
  • time spent on the phone
  • time spent visiting the client
  • time spent researching the client and/or project
  • time spent planning & writing proposals / responses to RFPs

Don’t know what to call the project-before-it-is-a-project? Don’t let that stop you — use the client’s name.

Only then can you begin to calculate your True Hourly Rate! (Well, with that, plus all the other things you might be accidentally forgetting to track!)

Did we miss anything? Let us know in the comments!

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6
Aug 10

Too Hot to Work: the Freckle Summer Series

the Summer Series… brought to you by the Freckle Institute for Incredibly Awesome Freelancing! (cc Genista

Summertime, and the living is easy… or at least really freakin’ hot.

In Freckle land (Vienna, Austria), things are really heating up. Until a week or two ago, the summer was all grey skies and rain. Now it’s bright as you please and 90 degrees F (that’s 32.5 C, for our fellow non-USians).

And in Freckle land, nobody has air conditioning.

It’s pretty much too hot to work. So instead, let’s talk about work, shall we? So that we may be better prepared to work, when we can stop sweating to death.

Enter the Freckle Summer Series: a bunch of short, easily digestible tidbits that will help you improve your freelancing, consulting, or other time-based business.

Current Summery Tips:

Don’t miss a single Summer Series tip!

We’ll be tweetin’ em (@letsfreckle), and here’s the feed just for the Summer Series so you don’t have to miss a thing!

Or, for the lazy among us (that is, including me), get the Summer Series and other freelance-related posts direct to your email inbox:


15
Jul 10

Eat the Damn Cookie – Unthink Your Way to Productivity

A single cookie can make the difference between a great day of work, and a disasterous one.

Delicious cookies!

Mmmm, cookies with a side of bokeh.

Imagine you’re sitting comfortably at a table. In front of you is a plate of cookies. Delicious, warm, gooey, wafting cookies. You know how in the cartoons, delicious smells morph into fingers that snare you by the nostrils? Yeah. It’s like that.

Your saliva glands make their intentions known. Your hands itch to reach out and grab one.

What do you do?

World’s Most Boring Example?

You made your choice, you cast your lot with the cookie-eaters… or you practiced righteous cookie abstinence. Now it’s time to reap what you sow.

Okay, okay, you got me. I’m guilty of dialing up the drama. They aren’t evil, poisonous Cookies of Doom. They’re not even especially high in calories!

It’s not about the cookie, it’s about what that nerve-wracking decision does to your brain.

Dastardly Deliciousness Depletes your Brain!

Henry Ford once said,

“Thinking is the hardest work there is, which is probably the reason why so few engage in it.”

He was (at least partly) right: thinking is hard work. Focusing, making decisions, and exerting self-control all draw on the mental capacity called Executive Function.

And, as it turns out, we’re not exactly equipped with an endless supply.

When you resist a plate of delicious cookies, you’re burning your Executive Function allotment as fuel. Same goes for tuning out distractions, focusing with intensity, or making any kind of choice at all.

Henry Ford: biting social commentary, and cognitive preservation!

For every distraction, there is an equal and opposite reaction

And when you burn Executive Function as fuel, according to scientific research, the exhaust you create is… bad decisions.

It doesn’t seem to matter whether you’re choosing between products, job offers, or studying and goofing off. It doesn’t matter if the initial temptation, distraction, or choice were Big & Serious or Chocolatey & Delicious. Or Blue & 140-character-y.

The laws of physics say:

  1. Use your Executive Function
  2. … become Executive Function-ally fatigued
  3. …… make poorer decisions than before.

Yowza.

OKAY! I’m sufficiently chastened! But what can I DO about it?

So, enough with the scare tactics… what are the coping strategies?

In a word: Simplify. Mercilessly rid yourself of decisions you can live happily without.

  • Go ahead. Eat the damn cookie already. It’s good for your brain!
  • Choose a simpler wardrobe, and fewer ingredients in the fridge, fewer potential routes to work, fewer types of shampoo in the bath, and so on. (Only sacrifice things you don’t love, naturally!)
  • Make your big decisions when you’re fresh every day, not at 5 o’clock.
  • When — not if! — important dilemmas strike you while you’re running low on EF, do your best to postpone your decision.
  • At minimum, take a sanity break! Just relax. Better yet, sleep on it.
  • Avoid the cookies (tweets, or emails) in the first place. Resisting them will only will-power yourself out. (Choosing in advance to avoid them is less taxing than actively ignoring them!)
  • Use and create tools that simplify your work. Checklists for things you do often in your business are a great example — you don’t have to think hard to figure out what you should be doing.

Heck, you might even want to try Freckle to track your time, because it requires no up-front configuration at all, delaying those decisions until you absolutely need them.

(Yep, I had to bring it back around to Freckle somehow! Or the marketing dominatrices would whip me but good.)

Distraction Death Dive Got You Down?

And, finally, recognize when you’re out of fuel and spiraling into a Distraction Death Dive. You know what I’m talkin ’bout: like you’re not just procrastinating, but you’re actively twitching for anything, anything at all, that will fill the empty hole in your brain.

Once you recognize what’s happening, and why, it will be easier to overcome…

and to enjoy your little indulgences, guilt-free — after you’ve made those big, bad decisions.

Hi, I’m Amy. I’m the interaction designer, whip-cracker and general Pirate Queen behind Freckle Time Tracking. I believe in cheerful software. And if I had known that being a scientist meant that I got to torture people with forbidden plates of delicious cookies, I would have come out of the womb wrapped in a lab coat and gripping a Bunsen burner.

PS – I borrowed the cookie metaphor from this excellent article at Scientific American. If you’re interested in learning more, that’s a great place to start!

PPS – If you love simplicity, cheerfulness, and earning more than you are now without doing any more work… you really should give Freckle a try!. There’s a free trial so it’s no big deal if it ain’t your bag.


31
Dec 08

Ringing in the New Year as small biz honchos, indies, & moonlighters

Yay, it’s that time of year again!

That time of year when the year’s almost run out, the time of year to look back on the past 12 months and beat ourselves up for not following through with the starry-eyed resolutions we made to lose weight, earn more money, and be less of a slacker, this time last year!

Orrrrrr…. not!

I personally have had it up to here (throat-slicing motion) with unnecessary and unhelpful New Year’s resolutions.

But at the same time, I can’t help but be seduced by the mystical quality of the year’s end. The year really does seem new somehow, after all the smoke from the fireworks (and the hangover) clears. Things seem… fresh.

And with that freshness comes a brand new income tax folder, baby!

Our New Years’ alignment

Building and launching Freckle has been big part of our ramp-up plan for this new year, 2009. Our goal is to be self-supporting with products and online services by 2010.

At the same time, we know that we won’t be happy just being in business for sake of paying the mortgage (such as it were). We want to help people; we want to add a little joy back to working (ours and yours); we want to make things that people love.

We all enjoy consulting, but we’ve all longed to do our own thang, too. And now we’re doing it. Boy, does that feel great.

How about you?

2008—a crazy year for so many countries on this little globe.

Has it inspired you to make changes? Take stock? Dream big? Readjust? Right-size? Face down a challenge? Do better? Do more good?

Tell me about it.


16
Dec 08

What to expect when you’re expecting… to launch your product

It’s two weeks since we launched freckle to the public.

I know, now, what it feels like to have a small child.

Perhaps I am a wee bit melodramatic (some might say “whiny”). Actual parents of small children: please do not assault me or storm my castle with pitchforks.

But drama queenliness or not, the parallels are there:

  • post-partum depression: check!
  • staying up late / getting up early to check on baby: check!
  • constant interruptions (on top of sleep deficit) driving me slowly insane: check!
  • obsessively watching and documenting baby’s progress: check!
  • feeling the immense responsibility that comes with caring for (an)other being(s): check!
  • daily calls with pediatricians (merchant account services), financial planners (my bank web site), and other trusted advisors (thanks, Erik & Alex) to keep things running smoothly and handle the occasional crisis of confidence: check!
  • wondering, periodically, if it was all worth it, and then feeling totally guilty because OF COURSE IT IS: check!

And, surprisingly, this is all so much more the case after our launch. Things were downright peaceful while we were developing and running the beta.

Or, maybe this is not surprising to anyone but me. But I was surprised.

Once you ship your product, you too will find yourself screaming bloody murder when faced with a clock!

Launch – 1 Week

The first few days after launch left me quite down. Down in the “teen angst poetry” sense of the word, that is, not the “drunk on tequila and can’t get off the floor” sense. Unfortunately.

Simply put: the bubble of excitement had popped. It wasn’t that we had worked insane hours and burnt ourselves out, although launch day was a long day indeed.

In retrospect, I think the Post-launch Let-down is comprised chiefly of two parts:

  • the passing of a major goal, the big target we’d been aiming at for 3 months
  • the transition from All About Us to All About Them

We’d spent a wonderful (and sometimes exhausting/trying/frustrating) 3 months working up to the launch itself. Every time we came up with a fantastic idea, we felt great. Every time we cut out something unnecessary, and thus moved the project forward, we felt great. Every time we wrapped up a portion of the launch feature set, we felt great. Hooray for feeling great!

Once we shipped, we hit a brick wall. Sure, we had future plans, features mapped out, promotional ideas out the wazoo. But the biggest, hairiest, horizon-threatening goal was… done.

And, on top of that, it suddenly became Not All About Us. Suddenly there were all these other people we had to think about. And think about them we have, night and day, day and night!

Aaaaand there all those incoming links to read, and statistics to interpret, blog posts to write, comments to approve (and/or rebut), and, oh yeah, the little dashboard app we built that let us check on how many people were signing up.

You might say we were suffering from attention deficit dis—HEY, LET’S GO RELOAD GOOGLE ANALYTICS!

1 – 2 Weeks

Launching to the public is like getting punched in the face. Repeatedly. By one of those inflatable clown doll punching bags that wobbles but doesn’t fall down. It’s not only never-ending, it’s injurious to the pride.

After the first few days, we recovered from the initial set of knock-down clown punches, but continued to flounder in other ways.

There were tons of little bugs, of course, and we fixed them.

We responded lickety split to every exception / ticket / email / tweet / blog post / fart on the internet that mentioned us.

We even got ourselves a Campfire bot that told us when new exceptions / tickets / emails / tweets / blog posts / farts came in. (This is a mistake.)

We watched the web stats obsessively. (This is also a mistake.)

Tip: Answering support tickets at 2am may feel productive and wise and responsible, but trust me, it’s the hormones talking.

In our exhaustion, we let our actions be driven by what was in front of us. The crying baby was calling the shots. If something wasn’t screaming for attention, we didn’t give it any. Total End-of-Noseitis.

In theory, we meant to spend a significant amount of time moving forward on some super awesome features.

In reality, we pretty much spun our wheels.

I want a free account with 50 million user logins! And a Google Android app! And Rolex integration! And a pony! Also, how do I mine for fish?

I’m not implying that supporting our customers is a waste of time. Au contraire, I think it’s very educational in addition to providing warm-fuzzies and being, you know, the right thing to do. But if you’re not used to it, an influx of feedback—no matter how kindly written and positive—is psychically exhausting.

And, as indie software developers, we can’t afford to spend all our time reacting. If we don’t set aside time to pro-act (gah!), to work on what makes freckle great, it will slowly become not-great.

And nobody wants that, right?

2 Weeks

Now, two weeks later, we’re settling into a rhythm. Folks who submit tickets at 2am are no longer experiencing 5-minute response times (thank god), we’re sleeping through the night (mostly), and we’re no longer spending all day feeling sad that someone on the internet misunderstands us.

It’s all about setting boundaries.

Boundaries, I say! Boundaries! Not drunken 2am joy-rides with the lane painting truck!

Setting boundaries, in this case, has nothing to do with ignoring my mother-in-law’s emails. (Which are actually quite charming.)

It does mean that I no longer check for support tickets or feedback emails every 30 minutes. I no longer begin to salivate whenever the Campfire bot goes “Ding!” I do not obsessively monitor the number of accounts. I try not to even look at the traffic analytics.

Q: Statements of fact, or daily affirmations?
A: A lady never tells.

This helps a lot, in terms of time management and resource management (where “resource” == “my sanity”). But these are only patches, little Hello Kitty Band-aids slapped on some pretty deep cuts. These changes are themselves reactions to a problem, rather than the forging of new… thingies.

So, to kick our own asses back into gear, we’ve scheduled our first “freckle day” since the launch. We’ll meet at 9am—like it’s a job or something—and work through til evening.

On new things, not catch-up. We’ve set goals! We’ve outlined steps!

Hooray!

And Beyond!

Time will tell what the future will bring. New experiences, no doubt.

We’ll continue monitoring our energy and enthusiasm levels and trying new techniques to keep ourselves—and freckle—moving ahead.

Oh, yeah. And writing about it.

And if you’re interested in more touchy-feely posts about product-launching experience, well, you know where the Subscribe link is. (Hint: right here


6
Dec 08

Stats week 1: What a lovely long tail you have!

Before we launched, I made a prediction to the rest of the team—Thomas, Dieter and Joe—that the majority of our traffic, and thus our market, would be American.

Well, I can admit when I’m wrong.

Hooray for numbers! I like facts!

Visitor Locations

It’s true that American traffic has been the single largest unified segment of our traffic, at 41.4%, but we’ve been receiving significantly more non-US traffic than US traffic (the remaining 58.6%).

Locale » Countries | Clicky-1.png

Our long tail is really long, petering out with a lot of “one hit wonders” (sorry!) from 15 countries such as Latvia, Estonia, the UAE, Iran, Afghanistan, and Mauritius.

I’m a little surprised.

I don’t know if this is typical or if it may be because we’ve got the attention of more Europeans, thanks to our being in Austria. The fact that the 3rd highest country is Germany is not surprising to me due to the sheer strength of the German design and indie web industry.

Browsers

Unsurprisingly, Firefox dominates, with IE low down on the ladder at about 6% total for all versions. Safari is only 19%, though, and I thought it would be higher.

Google Chrome’s actually got a very respectable slice with 7%, a greater market share than all types of IE combined. We hadn’t devoted much time to testing in Chrome but now that’ll change.

Visitor web browsers | Clicky-4.png

Visitor web browsers | Clicky-5.png

Visitor web browsers | Clicky-6.png

Visitor web browsers | Clicky-7.png

Traffic Sources

We had a couple “traffic events”: David mentioned us in a tweet. We got mentioned on “Lifehacker”:http://www.lifehacker.com and “Ajaxian”:http://www.ajaxian.com. We were #1 on Delicious popular for a short time. Screenshots of our front page & app have made it onto a number of design gallery sites (the kind without commentary—like “CSSMania”:http://www.cssmania.com).

Interesting findings:

  • CSSMania sent us more than twice as much direct traffic as Lifehacker (& more people signed up, too)
  • Ajaxian sent us yet more direct traffic than either of those two—to the tune of nearly 4 times more than Lifehacker
  • Delicious popular is a big source of traffic, despite the fact that people almost never talk about it in the same breath as more showy “today’s hot link” sites (e.g. reddit, Digg, etc)
  • While Google Reader by far has the lion’s share, long tail on RSS feed readers can stretch on for miles

When we heard about the Lifehacker post, we were sure we tried to prepare for an unexpected flood of incoming traffic—thankfully, it wasn’t the case.

Dashboard | Clicky.png

I’m intrigued by the Direct / Bookmark vs Links numbers shown here. (Social Media includes Twitter, and RSS Readers can’t identify the many homebrew or low-profile web-based ones.)

I can only assume that many of the Direct / Bookmark visitors are, in fact, coming from desktop-based RSS readers. Or else people sure do talk about us a lot to their friends.

Lessons:

The US simply doesn’t have a monopoly on edgy web stuff, even if it appears to be the case. We sure have a lot of international visitors. (We’ve noticed some of our most active customers are, too.)

We won’t lose much if we stop supporting IE 6, which we planned to do. (We’ll just be sure to announce it clearly first.) Thank god.

I really wanted to avoid a big launch. We intentionally avoided creating a build up, etc., etc. It mostly worked.

Our stats software

FYI: The screenshots are from our Clicky account. We use it to supplement Google Analytics & are quite happy with it.


3
Dec 08

Ecommerce Stuff Nobody Tells You

Well, we’ve solved our latest credit card validation problem and it seems like a good time to give a quick recap of the lessons we’ve learned during this whole sordid process. Things that nobody bothers to tell you, not even the people you’re paying to do just that. This is 2008, but credit card processing is a technological throwback to the Dark Ages.

Things nobody bothers to tell you, version 1:

  1. The web sites for credit card processors & merchant account services are completely useless. Do not try to use them, not even the big fish that everybody respects (e.g. Authorize.net). You will only waste your time. Instead, call their tech support. We’ve found their human support to be unfailingly friendly and helpful, at least when it comes to answering direct questions rather than making suggestions (hence the Stuff Nobody Tells You). The hold music’s so beyond awful it enters into laughable, though.
  2. If you want to process AmEx, you have to call them directly, set up an account with them, and then talk to your merchant account service. Just because your CC processor’s interface shows you that AmEx is active, and your merchant account people tell you that everything is systems go, doesn’t mean there aren’t hidden things you have to do to, you know, actually process cards. Or that the errors will be helpful.
  3. Address verification (AVS) is voodoo. Not real science. AVS is inclined to reject real, valid cards all the time, even when you don’t count “user errors” (e.g. your bill says Apt 4 and you put #4). D’oh.
  4. Test charges are pretty much unavoidable. So, since AVS essentially doesn’t work, the way to verify a card is to make a tiny charge on it and then void the transaction. It’s not a charge you’ll ever collect on, but it’s not exactly a hold either. To us, it’s a bit squicky to think that this is the only way to verify a credit card number in this, the 21st century.
  5. Some banks will reject small test charges. About 10% of cards used to sign up were declined. Thanks to Stuff item #6, we couldn’t tell why from the error reports. Nobody could tell us why, either. We called Auth.net and they had no suggestions. We only found out as fast as we did because one would-be customer, our friend (& tasty designer) Johnny Bilotta, called his own bank to ask if there was a problem. Trying to be considerate internet citizens, we had set our test charge to $.01. His bank told him they reject small test charges under $1.00, but our credit card processor never thought about it. Even though it’s their business. Useless buggers.
  6. Errors are incomprehensible and your credit card processor is useless at helping you solve validation issues. The error you’ll get in most cases is General error. In other cases, you may get Declined, but there’s no way to tell why. Calling your CC processor won’t help you, either, because in many cases, they can’t get more information than you’ve already got. In other cases the phone reps just aren’t trained in spotting what must be common problems (e.g. the low test charge).
  7. When you ask why stuff doesn’t work, even due to Stuff Nobody Told You, they think you’re kinda dumb. Despite the support being, as we said, unfailingly friendly, there are always these awkward pauses when we’ve asked about Stuff Nobody Told Us. For example, when we called and said “So our account says we can accept AmEx but they’re all being rejected. Can you help us?” The nice lady asked, “Well, are you set up for AmEx with your merchant services provide?” and I said “No, what do you mean?” Awkward pause ensues. The lady assumes she is speaking with a polite nitwit and then the rest of the conversation takes twice as long as it would have if she hadn’t thought I had a room temperature IQ. Which is too bad, because there’s no documentation or on-ramping process that tells you this, and nobody thought to mention it, either, when I asked if I made the calls to both Auth.net & the merch acct people to ask “Hey, we’re going to live. Do we have everything in place?” last week.
That’s all for now, but I’m sure there will be more.
For more real-life depictions of Ecommerce Surprise, & more harrowing stories of our adventures in setting up a paid web service: Subscribe. You know you want to.

30
Nov 08

The night before launch

The night before launch
And all through the office
Keyboards were heard
Seeking rhymes for “office”
Office? Office! There’s naught a word
… that rhymes with “office”

Maybe not. There goes the attempt at pre-launch poetry.

Or… does it? When in doubt, haiku—that’s what I always say.

Preparing for launch
Home stretch can’t stretch any more
Hooray! Sleepless night

Actually, we’ve beaten our ticket lists into submission, and as for that sleepless night, well, that’s not really the kind of “startup” we are. In fact, we’re not a startup at all.

This seems like a great opportunity to discuss what we are.

And principally, we are not a startup. We may be making a product, which may be starting out (or up, if you must), but that does not a startup make.

Instead, we’re the key peeps in two happy, tiny, successful consulting companies (slash7 and abloom) who are working together on a product—the kind of thing we need to use every day in our consulting gigs.

We’re powered by passion! And Red Bull! We’re funded by our own enthusiasm! Not with venture capital.

Our focus is on creating a small, sustainable business. We’re not looking for mega launch day press (in fact, we’re hoping to not get mega launch day press, yikes). We’re not interested in flashy parties or getting on TechCrunch.

We’re interested in helping to make your day-to-day experience more enjoyable. We want to make great software that makes people happy. There’s just not enough of that to go around.