How to Automate Your Twenty-Something Life + $500 Giveaway!

As a twenty-something entrepreneur with an incredibly full workload, I far too often find myself falling behind in my personal life. I'm not talking about my social life, of course. I always find a way to grab dinner with my girlfriend, sneak in a round of golf, or go out for a night on the town. That's the fun stuff. I'm talking about the annoying daily tasks like going grocery shopping, cleaning my apartment, paying the bills, doing taxes and running out to the store to pick up essentials like trash bags, razors and toilet paper.

No matter how hard I try, I cannot get in the habit of doing these things in a timely way. So recently I've been figuring out how to automate as many of these tasks as possible.

The trend towards automating your life and relying on services is nothing new for twenty-something's. Websites that save you the extra trip to the store, like Netflix are a staple among my friends. And most people I know are living in apartments or condos, where you don't have to worry about stuff like mowing the lawn, raking the leaves, or shoveling snow.

With the emergence of Web 2.0, there are a new whole host of services that let you automate your life. My recent automation to-do has been automating my finances. I put all of my information into Mint.com so I can see my entire financial picture at a glance. Then I read Ramit's book, I Will Teach You To Be Rich, and automated my bills as much as possible.

Now that my finances are taken care of, the next annoying task on my automation to-do list is to make sure I never have to run out to buy essentials again. Alice.com is launching in beta today, and if the site works out as advertised, my weekly trip to Walgreens will no longer be necessary.

Alice lets you set up reminders for when you need to reorder a product. At first you take a guess as to when you will next need a product. When the time comes, you get a reminder. But as you continue to use the site, Alice actually tracks how often you reorder each product and delivers automated reminders so you never have to run out to CVS at 6:30 in the morning because you threw your last razor out three days ago!

As busy as we all are between our careers, social lives, online networking, exercising etc. it's nice to have a handful of tools to automate the annoying tasks, and save us time and money. Alice definitely has the potential to become a welcome addition to my automation toolset.

The folks over at Alice were nice enough to offer a giveaway to the readers on Employee Evolution and Brazen Careerist. So I figured I would keep it simple. Leave a comment below listing one of the tools you use to automate your life or make your life easier. It can be anything from your Netflix subscription, products or services, your addiction to Mint, living in an apartment, or your monthly wine delivery. Get creative! We'll choose our 5 favorite comments and each will receive a $100 credit to use towards purchases on Alice.com. Good Luck!

(*Disclaimer, my girlfriend works at Alice, but the site is great regardless!)

Act Like a Start-up: Ride out The Recession, But Don't Get Too Comfortable

Big News: The economy sucks right now!

And for those of us who need a job and a paycheck to pay our bills, things are certainly getting interesting.

Business Week just published an article stating that November's 6.7% unemployment rate is a full 2% higher than last year at this time, and that number is severely understated. The unemployment number only counts a very specific portion of the population — people who do not have a job, are currently available for work, and have actively sought employment within the last four weeks.

A friend of mine just applied for unemployment and the woman told him that the number of people applying in Madison the past few weeks has been astronomical – she's never seen anything like it. A few of my other friends own a burger joint that was the hottest restaurant in town. Now they're struggling to break even. When college students stop eating burgers and fries, you know something is off.

We're certainly feeling the effects at Brazen Careerist too. Finding funding is about as much fun as sticking needles in your eyes, and we're all adjusting accordingly to keep things going.

Things are bad. But strangely enough, I side with Nadira Hira of Fortune Magazine when she says, "The outcome of the financial crisis may not be a defeated Gen Y, but a more determined one — determined, that is, to follow fulfilling work."

I don't know about you guys, but when I turn on the news to see the doom and gloom of the economy, or when I worry about getting a paycheck, I can't help but think that in the long run, this will make our generation more resilient and better able to handle the challenges we will face in the next 50 years.

And as far as fulfilling work goes, Hira is right on point when she says, "the trifecta of entrapment for the company men of generations past — they'll be harder to corner. Every time they get a paycheck, they'll be wondering if it's their last. And they will always resent a company that uses that paycheck as a shackle."

The advice you read for start-ups tell us that now is the time to settle in and hunker down. It may not be fun, but it's what you have to do. The same advice holds true holds true for individuals, and if there was ever a time to take a less than perfect job that uses "a paycheck as a shackle," just so you can pay the bills, that time is probably now.

But remember, the start-ups and individuals who will survive the worst of times, and emerge better than ever, may appear to the outside world to be "hunkering down" but I guarantee that on the inside their wheels are spinning at a million miles per hour.

So make sure that if and when you settle in to ride this thing out, you never stop planning your next move. Because if you get complacent and wait 'til it's over, you may be too late.

Should You Use a Credit Card to Finance Your Startup?

Save Up Before Starting Out

Starting a new business involves a lot of decision-making, a lot hard work, and a lot of financing issues. From funding your operation to having enough put aside to make the ends meet, every money decision is crucial to your future and your success. A good rule of thumb is to calculate your living expenses for 3-6 months before you attempt to open the doors of a new business. It takes time to develop a steady stream of work in order to begin making a profit and need to rely on a back up until the income begins to get more consistent.

Business Finances Options

Your next consideration needs to be about financing for your business. There are many avenues to travel when it comes to starting a business.

• Securing funds from family and friends
• Venture capitalists and other investors
• Small business loans
• Financing by yourself

If you have chosen the latter, you need to consider how much money your need to invest to get the business off the ground. Obviously, have a cash savings plan would be ideal but it may not always be easy to save for your daily life, your future, and your business unless you are independently wealthy.

Financing the Business on Credit

Another option for self financing is by utilizing a credit card. Depending on the nature of your business, you may find that your start up expenses are not that high. However, if you are considering using your credit card, you want to weigh the pros and cons of this financing option.

Credit cards are being designed to assist small businesses with rewards and bonus programs that you could use to your advantage. The reality is, however, no matter how great the reward plan is, you may be doing your business more harm than good.

Be Careful With Credit

Due to an uncertain monthly income, it may become difficult at some point to pay off the balance or even make the minimum payments. Not only does this become a strain on your business, it will also take a toll on your own personal credit, unless you have incorporated or formed an LLC with your company. You also need to take into consideration your personal credit score. If you already have a few too many cards that have balances or perhaps you have missed or been late with payments in the past, you may not be approved for a high enough credit limit to meet the needs of your business.

Relying on credit cards to finance your entire business may be the first mistake you make as a business owner. It may be a more wise decision to use a business credit card for an emergency back up, or to buy office supplies that are a crucial part of the business to get you started. A credit card should not be used to buy over-the-top luxury objects for the home office unless you are certain you can pay off the balance at the end of the month.

Five Common Mistakes Young Adults Make When Starting Up a Small Business

College campuses are becoming a fertile breeding ground for up-and-coming business owners.

A recent study by The Global Entrepreneurship Monitor shows that 18- to 24-year-olds in the United States are starting businesses at a faster rate than 35- to 44-year-olds. Now is your prime time to consider opening up that tattoo parlor, bed and breakfast, or wilderness expedition center you've dreamed about.

So whether you've established a small business, are in the midst of launching one, or simply considering it for the future, it's certain you want at least one thing out of this investment: success.

But it won't be a cakewalk. It's hard to believe, but over 50 percent of small businesses fail in their first year and 95 percent fail within the first five years, according to the U.S. Small Business Association. Starting a business is risky for most, but success can come for those who proceed with logic and discipline.

Here are five common mistakes people tend to make when starting up a small business – and how you can avoid them:

1. Business owners don't create documented procedures for the day-to-day operation. It's a simple equation: Systems = freedom. A "working procedure" is a documented description of how to perform a task. Having it prevents random problems and ensures the task is performed exactly and consistently. Procedures help you delegate, improve your scheduling ability, and allow you to work smarter and accomplish more with less effort. Thus, work less and make more. It's ironic, but by implementing documented system procedures, your employees are free to be creative because they don't have to "wing it" each time they perform their job duties; everyone operates at a smoother pace because there is a proven, working process. Everyone knows what to do and what to expect. Your people don't have to be mind-readers or fortune tellers.

2. Owners don't delegate – they are "doing the work." The reason a business owner can work a few hours a week, or take an extended vacation without stress, is because they have created systems, implemented written procedures with supporting documentation, and have learned to delegate. I know, I know. You're zealous, dreamy-eyed, and proficient at what you do, and as the leader of an organization, you're committed to doing whatever it takes to get your new business off the ground. Successful people don't work harder; they work smarter. This means focusing on what you do best, and delegating the rest. Ask yourself what you enjoy doing least for your business. Perhaps that's bookkeeping or making phone calls to potential clients. Then, imagine literally giving away these tasks. Get rid of the "I am Superman" attitude and hire people who are trustworthy and qualified to take much of the weight off your shoulders.

3. Owners don't use time wisely. Biological Prime Time is when your brainpower is at peak capacity. People function at maximum effectiveness about six hours out of a 24-hour day. It is important to understand this interesting facet of human performance, determine precisely when your prime time occurs, and then use it wisely. Six hours out of a 24-hour day is not much. Presuming you wish to reach your goals sooner rather than later, it is best the tasks that contribute most to your primary goals are performed during your prime time hours and you protect those hours from interruption. Also, don't start your day without a to-do list. Make a list of tasks and categorize them into business-building activities, client activities, and personal items. Then, prioritize, remove distractions, delegate, and stick to your plan.

4. Owners see their job, life, and business as "holistic." You must change your fundamental perspective to see the elements of your world as separate, linear systems. See that these systems can be perfected, one-by-one. Understand that by perfecting a primary system's sub-systems, the primary system will be perfected – and, although you are taking a non-holistic approach, your end product – your business – will be a highly efficient, entirely holistic, "Primary System."

5. Owners don't have a strategic objective or set of operating principles. A strategic objective is short, usually a single page in length. It defines overall goals, describes methodology, and prescribes action. It gives direction for making major and minor decisions. It's an essential instrument for a business and for personal life. General operating principles are a two to three page collection of "guidelines for decision making" that are congruent with the strategic objective. Essential for the work environment and in a simplified and shorter format, they also guide one's personal life. Two examples of simple operating principles are "Do it now," and, "choose the simplest solution."

Be Home in Time for Dinner: 4 Ways to Work Less, Make More and Increase Productivity

Maybe you enjoy working the long hours.

Yes, staying late to work on a deadline project or to finish the twenty things on your task list probably makes you feel a bit nobler than your cubicle-mate (who jets out the door as soon as that wall clock strikes 5 p.m.). There's a sense of pride that comes with being in charge, having employees "under you," and being the one that comes in at 5 a.m. and then stays late, burning the midnight oil.

But, working long hours is exhausting. And having nothing on your paycheck to show for it should cause you to consider changing the way you approach your business or your job.

Nearly 40 percent of Americans work more than 50 hours per week, according to a study from the American Psychological Association. Now, as heroic as those long, industrious hours may seem, a recent study claims that overtime could land you in the hospital – yes, the hospital. People who report stress at work are 68 percent more likely to develop coronary heart disease than those who report no stress at work, according to research from University College London (UCL).

So sidetrack the medical bills and simply make a few adjustments to the way you approach your job or your business, and you could experience freedom and wealth that come from working less and making more.

1) First things first, you need to humble yourself. Stop priding yourself on being an expert at every facet of the business. Delegation is a must. You may be like the majority of people who dislike delegating because they believe the delegated task will "fall through the cracks," and never happen, or it will get done, but not properly. By holding on to tasks, all you do is cause more stress and lead others to believe that you don't trust them or don't want them to take on new responsibilities. So delegate. And do it in writing, so the task being assigned is clear and detailed, has a due date, and can't slip through the cracks. But never delegate an assignment and completely leave it up to the other person to make sure it is completed. Be accountable and follow up with your coworker or employee to make sure the task is in progress or near completion. Maybe make Microsoft Outlook's task feature your best friend.

2) Create written documentation. Over 50 percent of small businesses fail in the first year, and 80 percent fail within the first five years, according to the U.S. Small Business Association. The single, major difference between a small, floundering company and a large, successful company is that the large business employs documentation. This can't wait until tomorrow. If you already own a small business, and you don't have documentation, carve out time today, sit down, and develop a strategic objective for your business. This should define overall goals, methodology, and prescribe action. It should give direction for major and minor decisions. Like a mission statement, but punchier and more specific. Once you have the strategic objective, move on to your general operating principles. This should be a two- to four-page collection of guidelines for decision-making. And, third, you need written working procedures – instructions that describe how the individual systems of the company or the job are to operate. You should have a written procedure for nearly every action that takes place in your work environment, including how someone should answer the phone, make a deposit, or call for repair of the copier.

3) Eliminate time-wasters. If you own a business, your mission is to work hard but not long, to reduce the workweek by 95 percent, and to make more money than you require. If you have a job, the goal is to quickly ascend the management ranks until you can call your own shots. But no matter what your situation, if you are going to work, then work! Turn the radio off, get your feet off the desk, stop the pointless babbling with a coworker, and put your head down. Get in, do the work, and get out! Instead of checking e-mails 35 times a day, check 5 times a day, at designated times. Suggest polite ways for keeping a conversation moving along, especially if a long-winded coworker comes into your office for a "quick question," then starts recapping last night's episode of American Idol from start to finish. And what about staff meetings? Are they a waste of time? Yes, if you don't have an agenda.

4) Work for 98 percent perfection. Time and money wasted is time and money gone forever. And a waste of time and money means some other positive thing that could have happened, didn't. Apply a "good enough" rule to your work: A 100 percent flawless document that took forever to create carries an imbedded imperfection: The extra time spent creating the masterpiece – that extra 2 percent – is lost forever, therefore the finished product carries an imbedded taint and – catch 22 – you can never call it "perfect." Your work and your written procedures should be "good enough" so the desired results are consistently produced while valuable time isn't spent on absolute perfection.