Creating Structure and Consistency for Productive Work

This week, it’s all about preventing yourself from becoming overwhelmed and learning to build more realistic days. 

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Episode 299 | Script

Hello, and welcome to episode 299 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.

How much “stuff” do you have to do today? Do you think you will complete it all? Does it even have to be all done today? These are just some of the questions you can ask yourself that will help you to see whether you are running close to being overwhelmed or are already overwhelmed. 

There are a number of reasons why you may find yourself consistently overwhelmed. One of which is not having any prioritisation techniques in place. If you cannot, or do not, prioritise the stuff coming at you, you will treat everything as being important and given you cannot do everything all at once, your brain will slide into panic mode, leaving you feeling overwhelmed and not knowing where to begin. 

Another reason is because you believe you can do a lot more than you realistically can. You cannot do fifty tasks, attend six, forty-five-minute meetings and deal with over 200 emails in a day. Nobody can. Even if you went without sleep, didn’t eat or bathe, you would still not get through all those meetings, tasks and emails. 

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

This week’s question comes from Paolo. Paolo asks, hi Carl, I’ve learned a lot from you over the last two or three years, and I am very grateful to you. My question is, I still feel overwhelmed by everything I have to do and was wondering if you have any tips or tricks that will help me to stop feeling overwhelmed. 

Hi Paolo, thank you for your question. 

This is one area I have thought a lot about over the years—why is it, with all the technology we have today, do we feel more overworked and overwhelmed than ever before? I mean, technology is supposed to make our lives easier, not more stressful, yet life isn’t easier or less stressful. 

Part of the problem is with the technology. It’s more convenient than ever to collect stuff. If you wanted to learn more about Yoga, you would have had to find a few hours to go to your local library to research the subject. Today, you can read thousands of websites without leaving your sofa. 

Email is easier to send than a letter. A text or Team message is easier to compose than making a phone call, and adding another to-do to a task list is much easier than pulling out a notebook, finding our pen and writing it down. When something is easy, we will do more of it than if it were difficult. 

The other problem with technology and apps, in particular, is these are designed to keep you hooked. This means we are encouraged to pour more and more stuff into them and spend time organising and moving stuff around so we can tell everyone how wonderful a particular app is. Just look at how Notion hooks people. It has a ton of features; you can create beautifully designed templates and share them with the world, and this encourages you to join more and more groups looking for more and more templates to download and try out. 

Just remember, with all this “playing” and organising, you are not doing any work. So, while you have great-looking and fantastically organised tools, you have an ever-growing list of things that are not getting done. When we realise we have to do some of the work we are organising, it’s a huge disappointment and the fun stops. 

This is one of the reasons why I often say our apps need to be boring. If they are boring, we spend as little time as possible in them, which is great because if we are not organising and fiddling, we have no choice but to do the work. Which, in turn, reduces the overwhelming lists that are accumulating. 

But let’s return to the prioritisation point. The starting point here is to know what your core work is. What are you employed to do, and what does that look like at a task level? It’s no good saying I am employed to sell, or teach or design. That tells you nothing at a task level. What does selling involve? How many calls do you need to make each day? How many appointments per day will enable you to reach your sales target each month? 

It’s making those calls and setting up those appointments that are the tasks you need to be doing each day before anything else. That is your priority. 

Beyond your work, knowing what your areas of focus are, what they mean to you and what you must do each day or week to keep them in balance is critical if you want to ensure that what you do each day serves you and moves you towards building the life you want to live. 

One of the first books on Time Management I read was a book by Hyrum Smith. Hyrum Smith was the creator of the Franklin Planner, and his book, the 10 Natural Laws of Time And Life Management, was the book that launched Franklin Planner. By the way, you can still buy that book on Amazon. (You can also still buy the Franklin Planner too) 

Smith spends around a quarter of the book discussing the importance of governing values. These are the values you hold dear, and by observing them, you have a natural prioritisation workflow. For example, if you place your family above your work, if your boss asks you to stay behind to do some extra work when it’s your daughter or son’s birthday, you would not hesitate to say no to your boss. 

There is a hierarchy of values, and there is a hierarchy of areas of focus. At different times in your life, your areas of focus hierarchy will change. When you are in school, self-development will be near the top; as you get older, finances and health and fitness will likely rise. Perhaps in your thirties, your career or business will be close to the top. It’s in this area where we are all different. 

The key is knowing what your areas of focus are and what’s most important right now and ensuring you are prioritising anything that will help you accomplish what you want to accomplish there. 

Now, that’s all the background stuff. Spending a little time there and working out what is most important to you right now will help you make decisions faster.

Now, what about strategy?

The simplest way to get on top of everything is to group similar tasks together and do them in one single session. For example, email and communications. Rather than reacting every time an email comes in and responding to it, move the main to an action folder for later. Then, at the allocated time, open up that folder and begin with the oldest one and work your way down. Do as many as you can in the time you have allowed for this activity. If you consistently do this every day, you will soon find yourself on top of your mail. 

Let’s be honest: if you have 400 hundred actionable emails, you won’t be able to do them all in one day. So don’t try. Focus on spending an hour each day on it and watch what happens. 

Do the same for admin. Schedule an hour a day for your admin. We all have admin to do. That could be activity reports, expenses, banking or attendance records. Don’t let it become a backlog. Allocate time each day for doing it. This consistency will soon have you back on top of everything. 

The great thing about having a consistent time for doing things like communications and admin, it very quickly becomes a habit. I cannot imagine going to dinner without clearing my actionable email. Similarly, once dinner is over, I love sitting down with a cup of tea and doing my admin. Sure, admin is boring, but a great cup of tea and a bit of music can do wonders for monotonous tasks like admin. 

Now for more meaningful work—work that requires an hour or more; if you know this to be the case, you will need to find the time for it. There’s no point in hoping you will find the time; you won’t. Time does not like a vacuum, so you will always be doing something. Sleeping, watching TV, reading, playing computer games or whatever. So the key is to be intentional with your time.

Sure, rest time should be included. If you feel tired, make the decision to stop and take a break. Equally, if you know you have an important piece of work to do, and it will take you longer than an hour or so, schedule the time. Be intentional. It won’t happen by accident. 

A strategy I use is to block out two hours each day on my calendar for focused work. Every morning between 9:30 and 11:30 am, I do something meaningful. That could be writing, working on a project or doing client work. My calendar tells me what type of work I will be doing, and my task manager gives me a list of tasks associated with that activity. It’s simple; it allows me to get focused work done each day.

It’s having this structure and consistency built into your days that ensure you get your work done. You don’t have to do everything in one day; you just need to know what you will do in your two hours. I knew before I began today I would be writing this script today in my two hours. I know tomorrow I will be finishing off this week’s newsletter and sending it out. If you work a typical eight-hour day, you still have four hours free for other things (allowing for your one hour for communications and an hour for admin). That’s more than enough for emergencies, sudden requests from clients and customers and other unknowns. 

I hope that helps, Paolo and thank you for your question and thank you to you too for listening. 

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