#60 · How I Onboard AI Automation Agency Retainer Clients

youtube ↗Mindset

Hey, Nick, I have a very slow pace of work. I've seen you do some work in an hour that took me like four hours to complete. How can I boost my pace? I don't have consistency problems, but just that my pace is slow and I want to be quick like you.

Yeah, I've been working on computers since I was about four, when my dad had a desktop tower and I started playing flash games on Newgrounds. My computer literacy is very high because I grew up with a screen, so I'm naturally faster than most people, and that's okay. For boosting pace, I recommend doing an audit: if you spend about 10 hours on your computer, check which applications you have open (using Task Manager or similar) and see where you spend most of your time. Identify the top three or four apps that account for about 90% of your usage, then learn every keyboard shortcut you could possibly want for those apps. Learning those shortcuts takes about an hour (there are really only five or ten most-used shortcuts per platform), and after that, the rest of your work will be roughly a time-and-a-half faster. Another quick recommendation: I prefer working on a laptop because my fingers stay on the home row (ASDF JKL;) and my thumb can stay on the trackpad, so I don't have to move my hand to a mouse. This setup is at least a time-and-a-half more efficient than constantly moving back and forth to a mouse, which wastes time each time you shift hands. It's probably better for your wrists too, but I don't worry about it. Beyond those, learn some problem‑solving heuristics—simple, fast ways to achieve the 80/20 result in most tasks. Examples: lower your bar for certainty, lower your bar for perfection, and use simple tools whenever possible instead of more complicated ones that only give marginal accuracy gains. For instance, I could record high‑quality OBS videos for every client delivery, but a Loom video is good enough and saves me about ten minutes each time.

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Related answers

youtube ↗Other

What to-do list do you use?

I usually just use pen and paper, which I don't think is as efficient as the one you use. I use this one called Godspeed right now. It's just a to-do manager right at your fingertips. I just write stuff. I can set a duration, for example 30 minutes, then hold command and press enter to create the task. The whole benefit is that it's based on keyboard shortcuts, which I love because I'm really fast at keyboarding. Now, is this the best to-do list? No. I think a pen and paper works just fine. I'd probably just use a pen and paper. Don't focus on the efficiency; focus on your ability to do it over a long enough period of time so you can eventually accumulate massive results.

todo listgodspeedproductivity
youtube ↗Mindset

Nick, how do you genuinely manage your time so well? I tend to get overwhelmed by a lot of stuff at this point. I have inspo stuff I want to do. I'll write a to-do list and still drift off or do stuff that aren't on the to-do list. Secondly, I feel like I just waste a lot of time generally. I block social media, but I still don't feel like I'm moving towards as much to my goals. I'm currently how you used to be. Write out a lot of stuff, plan, and do one or two. I'm also in the AI space. Yeah. So, how do you genuinely manage your time? I tend to get overwhelmed.

When I feel overwhelmed, I take a minute to list every single task I actually have to do on paper. The overwhelm comes not from the total volume but from my perception of the volume bouncing around in my head. My simple steps: take a deep breath, identify the first thing bouncing around that I need to do and write it out, then identify the next thing and write it out, and keep rinsing and repeating for 10‑20‑30 minutes to get a big list of actionable steps. To push further, write out the first subtask needed to move that forward—for example, after moving provinces I needed to figure out car insurance; the first actionable step was to call a phone number. Knowing the exact step reduces friction and makes it much easier to get done; this is about eliminating akrasia (weakness of will). Reduce the friction and you’ll win.

time managementoverwhelmproductivityactionable steps
youtube ↗Mindset

How should you handle time blocking when tasks take longer than allocated, and how do you structure your daily schedule?

Rather than strict time-boxing, structure your schedule by front-loading your highest-ROI, nearest-to-revenue tasks first and taking as long as needed to complete them. For instance, replying to community comments in Maker School directly drives retention, revenue, and goodwill, so it is completed first thing every morning. To speed up execution over time, record yourself completing a recurring task, review the footage to strip out wasted effort, and establish a realistic 'ideal time' benchmark. Track your time daily as a KPI until you consistently reach that benchmark. The key to productivity is productizing your daily schedule—repeating the exact same core high-value actions every day so you build speed and mastery, rather than constantly switching between contextually different tasks.

time managementproductivitytime blockingdaily routine
youtube ↗Agency Operations

How can I streamline my internal operations and track deadlines more effectively?

That's a great question—my go‑to solution is to use a tool that handles about 80 % of the work so I don’t have to build my own app or database. I often pick hacky solutions because they’re the fastest and simplest way to get up and running, even if they’re not the most elegant. They get me about 90 % of the way there; the remaining 10 % may require workarounds, but I prioritize speed. Speed lets me grow through real market feedback instead of endless planning, so I can put products in front of customers quickly and iterate.

operationsdeadlinesproductivity