How do you create and maintain your motivation once you have your new productivity system in place? That’s what I’m answering this week. 

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Script | 323

Hello, and welcome to episode 323 of the Working With Podcast. A podcast to answer all your questions about productivity, time management, self-development and goal planning. My name is Carl Pullein, and I am your host of this show.

One of the positive things about creating your productivity system is the excitement you get once you have your new tools and systems set up. We often cannot wait to get started using these tools and systems. 

Then, after a few weeks or months, the “newness” wears off, and we are back where we were before—looking for new tools and systems and convincing ourselves that the tools and systems we currently use no longer work. 

And if your tools and systems do work, it can be hard to stay motivated once the monotony of doing the same things at the same time each day beds in. 

This week’s question goes to the heart of that—staying motivated to do the work we know we should do but just don’t want to do. 

So, with that little introduction complete, let me hand you over to the Mystery Podcast Voice for this week’s question.

This week’s question comes from Keith. Keith asks, HI Carl, I feel like I’m doing something wrong. When it comes to the time of actually doing work allocated on my calendar, I often feel not bothered and I just simply reschedule it for the next time, I find myself doing that a lot, with both routine and areas of focus tasks and I find it strange that I am able to reschedule it all so easily… do you have any tips on what to do here? 

Hi Keith, thank you for your question. 

There are two distinct parts here. Your areas of focus should be self-motivating. These are tasks you have identified as important to you and for the life you want to live. 

The second, routines, are less important—these are the tasks that just need to be done to maintain life. Things like taking the garbage out, washing the car, doing the laundry or, mowing the lawn, etc. 

The more concerning part here is a lack of motivation in your areas of focus. Doing these tasks should be the things you look forward to doing the most. Well, mostly. I know it can be hard to head out for a 10-mile run when it’s pouring down outside and blowing a gale. (Although the way you feel when you get back is fantastic!) 

Let’s step back a little first. 

When you find yourself rescheduling calendar blocks, that’s not necessarily a bad sign. That’s just life. Emergencies happen, plans are changed, and occasionally, we get sick. 

That said, having structure does help you to be consistent. For instance, I recommend you protect time each day for dealing with your actionable emails and messages. Rather than going in and out of your email every few minutes—which is disastrous for your cognitive ability to focus—having time set aside for dealing with these gives you the time and space to get on with your important work. 

Similarly, you will likely find that if you can set aside an hour for admin and chores each day, the only thing you then need to decide is what admin tasks and chores you do in that time. Becoming consistent with this results in you rarely needing the full hour. 

You may find that if you move these blocks around every day, consistency will be difficult to achieve. The goal of setting aside a little time each day for focused work, communications, and admin is to get them fixed in your calendar. 

This is a using a little neuroscience to get your brain working for you. You are using neuroscience when you go to bed at the same time each day. It’s why you begin to feel sleepy at the same time each day. This is the same for meal times. Consistent meal times informs your brain when to tell you that you are hungry. 

As an aside, if you take up intermittent fasting, you will find skipping breakfast early in the morning difficult at first. Yet if your eating window is between 11:00 a.m. and 7:00 p.m., after a few weeks, your brain learns when to tell you to eat. You will no longer be hungry in the morning. 

Let’s examine the motivational aspect of this, beginning with your areas of focus. 

These activities should be self-motivating. Your areas of focus are the things that are important to you. If you lack motivation here, it’s likely that the way you have defined what each one means to you is not quite right and needs a little refining. 

Health and fitness can often be difficult if you find any form of exercise unpleasant. What may be happening if you skip exercise is you are trying to do too much. I have found if you set a minimum—a level you can do very easily will keep you motivated here. For example, you could set a minimum of 5,000 steps per day or 10 push-ups and 10 air squats. Doing that set would count as an exercise session. 

Once you’ve completed your 5000 steps, you are likely to do a few more to exceed your minimum. Likewise, with pushups and squats, you are likely to do more than ten just to exceed your minimum. 

You will probably have found that starting is the hardest part. Once you have started, you end up doing more, which is where another trick can be deployed.

I mentioned setting aside time each day for communications is a good habit to have. If you know at 4:00pm, you will spend an hour dealing with your actionable messages but are really not in the mood to do it, you can tell yourself I will just respond to the five oldest messages today. 

In most cases, once you’ve done those five, you are going to continue for the full hour. And if you don’t continue, you’ve done five. Five is better than none. After all, one is always greater than zero. 

Going back to the principle of blocking time out. Try not to be too specific here. Your time blocks should be for specific types of work. For instance, if you are a lawyer who is required to write contracts frequently, you could block two or three hours each week for “Writing”. This then gives you greater freedom on what you will write in that time. Perhaps one day, you need to write a will or an affidavit. By keeping the time block general, you have greater freedom about what you will work on. 

This helps with motivation, as you have a greater choice of what to work on. If there is time pressure on a particular part of your work, you can choose to do the most time-sensitive part—which is usually the best motivator. Or, if there is no time pressure, you can choose something you feel like doing. 

Another area to look at is timing. For most people, the late afternoon is not a great time to do focused work. You’re likely to get tired and possibly feel frazzled by all the stuff being thrown at you all day. That’s not a motivation issue; that’s just being tired—tired of looking at a screen all day, tired of dealing with other people’s problems, and tired of making decisions. It all adds up. 

What I’ve discovered is that doing deeper, focused work in the morning is much easier than trying to do it in the afternoon. You’re fresher and will find it easier to focus. This does not work for everyone. Some people focus better in the afternoons. But as Daniel Pink found when writing his bestselling book When, the number of people who can focus better in the afternoons is less than 2%. The majority of us are either morning or night people. 

If it’s possible, try to do your more meaningful work in your natural biorhythm rather than fighting it. Nobody wins the fight against nature. 

Finally, look at your processes. Processes are a human form of automation. This is why when you begin your day with a consistent “you” focused morning routine, no matter what is thrown at you, on the whole, you get through the day without too much trouble. 

If you wake up late, skip your morning routines, and run out the door to get to work on time, everything seems to go wrong. 

Processes ensure that once you begin a piece of work, it’s almost automatic. My favourite routine is email management. You clear your inbox in the morning. This part of the process is all about speed—clearing it as fast as you can. You can add a little incentive here and time yourself to see how fast you can clear fifty or a hundred emails. The second part of the process is about slowing down and clearing your action this day folder. 

Because the second part of the process is about slowing down and thinking about your responses, you can begin the process by making yourself a nice cup of tea, putting on some relaxing music and begin. 

Rather than focusing on numbers, set yourself a time limit. For instance, if you give yourself forty-five minutes, start with the oldest email in your action this day folder and start. Because you are not focused on how many emails you respond to, you can see the “end of the tunnel” it’s forty-five minutes later. 

Again, if you are consistent with this, you won’t lack motivation, particularly with email management. If you skip just one day, you’ve doubled the amount of time you will need tomorrow. Now, that would be demotivating. 

I hope that helps, Keith. Thank you for your question. And thank you to you too for listening. 

It just remains for now to wish you all a very, very productive week.