Why Productivity Systems Still Matter

“When I was Leader of the Opposition in the UK and some time out from an election which we were expected to win, I visited President Clinton at the White House. As we began our set of meetings, he said: “Remind me to tell you something really important before you leave.” 

I was greatly taken with this and assumed I was about to have some huge secret of state imparted to me. 

As I was leaving, I reminded him. He looked at me very solemnly and said, “Whoever runs your schedule is the most important person in your world as a Leader. You need time to think, time to study and time to get the things done you came to leadership to do. Lose control of the schedule and you will fail.” 

I confess I was a little underwhelmed at the time. But he was right.”

That’s an extract from former British Prime Minister Tony Blair’s book. On Leadership: Lessons for the 21st Century. And it’s perfect for the theme of this week’s episode—finding time to do the important things. 

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Script | 392

Hello, and welcome to episode 392 of the Your Time, Your Way 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. 

It’s nice when our systems work. We follow our plans for the day and the week, and when we arrive at the end of the week and look back, 80% or more of what we set out to accomplish is crossed off.

Unfortunately, those weeks are rare—even for the most productive of people. There are far too many unknowns that will pop up each day and week for us to consistently get what we plan to do, when we plan to do it, done. 

But that doesn’t mean that productivity systems are a waste of time. They are not. A solid productivity system keeps you focused on what’s important to you and gives you a way to prioritise what matters most. 

And it doesn’t matter where you are in life. You might be nearing retirement and in the early stages of preparing your business for sale, or you could be starting out on a university graduate programme. 

There will always be things to do, some important, some less so. The key is to remain consistent with your system so you know each week, you are nudging the right things forward, even if you’re not getting everything done. 

And that leads me to this week’s question, AND… The Mystery Podcast Voice is back! So, let me hand you over to the Mystery Podcast Voice for this week’s question. 

This week’s question comes from Serena. Serena asks, Hi Carl, I have implemented productivity systems to keep me on track with my academics as a graduate student, and they have worked well when I consistently followed the steps. The problem is that when I get stressed out, I fall behind on deadlines. When the weekends come, I just want to decompress and do nothing. What can I do to get back on track with the system and continue to practice good personal productivity practices?

Hi Serena, thank you for your question. 

When I was at university, we had four core subjects each semester. It was on these that we would be expected to write essays and be examined on at the end of the academic year. 

This is nice because from an organisational standpoint, class times will be predefined for you. They would go onto your calendar. These become your weekly commitments. 

And while you may not know the deadlines for the essays at the start of the semester, you will know roughly when they will be due. That would be the same with your exams; you may not know the precise date of the exams at the start of the academic year, but you will know roughly when they will be held. 

This is often the same for many of you in the workplace. You may know which quarter a project deadline falls in, but you may not know exactly which date the deadline will be. 

One thing you do know, though, is that there is a deadline.

Now, whatever we are working on we all have four limitations to deal with. Time itself, there’s only 168 hours each week. The fact that you can only work on one thing at a time, our emotions—sometimes we’re just not “in the mood” —and, as humans, we get tired and need to take a break. 

There’s nothing we can do about these four limitations. 

You can “optimise” the human things though, ensuring you get sufficient sleep being the obvious one, and becoming as stoical as you can be in any given emotional situation (a lot easier said than done) 

Given that one of the “fixed” limitations is time itself, the first place to lock down is your calendar. As you will likely know when your lectures will be, the area where your calendar becomes powerful is locking down your personal study times. 

For example, if you have a two hour lecture on a Monday morning, and a second two hour lecture in the afternoon, there’s going to be a gap somewhere in the day that will give you an hour or two “free”. 

My wife’s currently back at university, and on Wednesdays she has a lecture from 9:10 am to 11:00am. Her next lecture begins at 4:00 pm and runs until 5:50 pm. For her, Wednesdays are her study and homework days. 

There’s a five hour gap between lectures and so she can go somewhere quiet and study for the next test (they love tests at my wife’s university) 

She calls Wednesday her study day. She’ll often do another two hours of studying after dinner on a Wednesday too. 

This goes to something called “theming”. Theming given days for specific activities. 

We all do this to a certain degree. For many of you, Monday to Friday are work days and weekends are rest days. But you can go further. 

I do this with my week. Monday and Tuesday are writing days, Wednesday is audio/visual day, and Saturday mornings are my planning and admin mornings. 

This does not mean all I do on those days is write or record videos and podcasts; it means that the bulk of what I do on those days is in line with that day’s theme. 

This goes back to the limitation of being able to do only one thing at a time. However, if you know that on a Tuesday you will study a particular subject, the only decision you will need to make is what you will study. This means you avoid being overwhelmed by choice. 

It’s Tuesday, so it’s anatomy day. That’s your theme, you study anatomy, for example.

Now, if you find yourself falling behind, there are a number of things you can do.

The most effectively one is to stop. Grab a piece of paper, a pen or pencil, and a highlighter, and write down everything you have fallen behind on. 

Use the highlighter to highlight the most important items and start with them. 

Then open your calendar and protect time for doing that work.

Remember, you can only work on one thing at a time, so pick one and start. It’s surprising that once you make a start on something, anything, how the anxiety and stress begin to fall away. 

Many of my coaching clients have found that going back to their calendars and blocking two or three hours in the evening or on weekends to “catch up” also relieves stress and anxiety. 

I know not taking work home with you is something many people strictly adhere to, but if not taking work home with you is causing untold amounts of stress and anxiety, leaving you with poor-quality sleep and emotions all over the place, perhaps that strict rule may be more damaging to your long-term health, than sacrificing two or three hours on a weekend to catch-up.

The thing is, you don’t have to do this every night or every weekend. It only comes into play when you identify a backlog or you feel you are seriously behind with something. 

What you will find is the decision to work on something at a particular time, instantly takes the pressure off you. (Of course, you do need to carry through with your commitment to yourself to do the work at the time you set).

Another thing you can do with your calendar is to reserve some time each week as “catch up” time. Personally, I do this on a Saturday morning. The house is quiet and I have complete control over what I do at that time. 

You don’t need to do this Saturday mornings. Many people I work with block Friday afternoons to catch up on work they are behind on, their communications, and admin. Of course this will depend on your lecture times. 

If you have lectures on a Friday afternoon, there’s likely to be another day in the week when you have a block of time you could designate as your catch-up time. 

It’s this “catch-up” time that gives you the peace of mind knowing that you have time at some point in the week to catch up. 

The benefit of having these blocks of time for study, research, and catching up is that you start the week knowing you have enough time, and all you need to do is respect your calendar. 

Now, I know that if you haven’t used your calendar as your primary productivity tool before and rarely use it to plan your day, it’s going to be challenging to develop the habit initially. All positive habits are difficult at first. You have to focus on it, and it’s easy to forget.

However, there are two ways to build this habit. 

The first is to set aside five to ten minutes at the end of the day to open your calendar and look at what you are committed to the next day. Then mentally plot out when you will do what needs to be done. 

The second is to do it in the morning; however, I’ve found the most effective way (and the least stress-inducing) is to do it before you end your day. 

As an aside, talking to a couple of my longer-term clients recently, they both mentioned that the best thing they ever did was to set aside five to ten minutes after dinner to plan the next day. Both have recently switched to paper notebooks, and each new page marks a new day. 

At the top of the daily page, they write out the two or three most important tasks for the day. Underneath, they capture notes from the day and when they do the daily planning, they transfer any important information or commitments into their digital system. 

It’s simple and an A5 notebook is small and non-intusive.

So there you go, Serena, be aware that the limiting factor involved in maintaining your productivity system is time itself. How will you allocate what needs to be done over the 168 hours you have each week? Be clear about when you will do what needs to be done, and try to protect some catch-up time each week. 

Thank you for your question and thank you for listening too. 

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