Your Time, Your Way

Peter Drucker once said “Until we can manage time, we can manage nothing else”  How is your management of time?  Links: Email Me | Twitter | Fac ebook | Website | Linkedin   The Time-Based Productivity Course    Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 403 Hello, and welcome to episode 403 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.  Are you in danger of boxing yourself in with too many processes and too much structure?  Now, it’s important to stress that having some structure to your day is important. But too much can lead to boxing yourself in and losing flexibility.  Let me give you an example I often come across. Protecting time for doing your focused work. Having this protected on your calendar so the time cannot be stolen by others is important.  If you protected 2 hours and finished in 90 minutes, that doesn’t mean you have to continue for another 30 minutes. Take a break. You’re done.  But this works the other way, too. If you have two hours protected for a project task but cannot finish it in that time. It’s okay. You turned up. You did the work, but you miscalculated how long it would take.  This happens to all of us. Some days we’re on fire and can plough through a lot of work. Other days, a lot less so.  The problem is that when you begin your day, you really don’t know what kind of day you’re going to have. There are too many variables. How you slept, whether you’re catching a cold or simply something else is on your mind.  Your life is not measured by what you do in one day; everyone has bad days.  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 Alex. Alex asks, hi Carl, this year I’m trying to be better at time blocking, but I am really struggling to stay consistent with my blocks. What advice do you have to help stay true to your calendar?  Hi Alex, thank you for your question. Something I have always taught is that of all your productivity tools, one of them needs to be sacred. One of your tools must be the “truth” about what you are going to do that day.  Task managers are generally not good at this because we throw a lot of things into them. That’s a good thing. Yet, the issue is that most people never curate what they throw in. This creates overwhelming lists of low-value, ill-thought-out items that will never get done. They just cripple your task manager’s effectiveness.  The best tool for acting as your sacred base is your calendar. It’s never going to lie to you. It shows you the 24 hours you have each day and where you need to be, with whom, and when.  You cannot overload yourself without it being plainly obvious that you are trying to do too much. And let’s be perfectly clear, an agreed appointment with someone will always take priority over an email or proposal you need to write. If not, you cancel the appointment.  I hope, at a basic, civilised human being level, you get that.  I’ve called off face-to-face meetings in the past if the person I am meeting cannot put their phones down and actually talk to me. It is rude, disrespectful, and no person with an ounce of integrity would ever do that.  One of the striking things I’ve noticed about the highly successful people I work with is that they never have a phone. Tablet or laptop near them when they are in meetings. A notebook and a pen are all they have.  That’s focus, professionalism, and demonstrates to the person you are meeting that you are focused on them in that moment.  When you make your calendar your primary productivity tool, you gain clarity about how much time you have available for the things you want to do.  It’s visual, it’s staring at you, and there’s no escape from reality.  If you work 9 hours a day and today you have 7 hours of meetings, you only have 2 hours to do solo work. That’s it.  If you need three hours to get your critical, must-do work done, then you have two choices. You either cancel a meeting or you accept that you will need to work an extra hour.  It’s strange how so many people waste so much time trying find other solutions. That’s time they could have spent on getting started on the work.  The solution is to time-block slots for doing the work that matters. The best salespeople block time every day to prospect and follow up with their customers. That’s why they are the top salespeople. The best CEOs block time every day for working on their top priority task. That’s why they are the best at what they do. Best-selling authors block time for writing every day. That’s why they sell a lot of books.  Now, as I eluded to at the beginning, there will be some days when things don’t go according to plan. You might be sick, had an argument with a loved one or just be distracted for whatever reason.  Or there could be a good old-fashioned emergency that needs your attention.  It happens. That’s life.  However, it’s not really about what you do or not to do in one day. The purpose of time blocks is to get you to show up and do the work. It’s not about volume.  Spending twenty minutes on your actionable email is better than spending zero minutes. It’s surprising how much you can get done when the pressure of time is on you. You don’t dilly-dally around. (Wow! That’s a phrase I haven’t used for a long time!)  Ultimately, the measure is how well you did against your plan for the week, not necessarily an individual day.  Let me give you an example.  I have two blog posts, two newsletters, this podcast and a YouTube video to produce each week. They are my measurables. Six pieces of content. I know I need about 12 hours a week to produce that content. I also have 15 hours of coaching appointments. So, in total, I need 27 hours protected before I begin my week to complete my professional work.  It’s doable, and based on my completion rates, I complete this work around 87% of the time over 12 months. I’ll take that. (I measure it at the end of every year)  I work with one highly successful CEO who writes a LinkedIn Newsletter every week. Her company has over 50,000 employees in six different countries. She protects two hours every week to write that newsletter. One hour for the first draft and one hour later in the week to edit it.  Last year, she didn’t miss one newsletter. She had a 100% completion rate. And that was her goal.  How did she do it? She protected her writing time every week. She would protect Monday mornings when in the office, and when travelling, she would take advantage of jet lag and write when she was wide awake in the early morning or late at night.  She time-blocked the time. She knew the only way to achieve a 100% completion rate was to make sure each week she had protected the time to do the work.  However, time blocking only works if you are planning your week. Not planning your week leaves you open to other people hijacking your calendar, and as I am sure you are aware, other people are often very persuasive… or demanding.  When you sit down to plan the week, you first look at what meetings and appointments you have scheduled. How much time does that leave you?  That will tell you what you could realistically get done that week.  If you’re away at a conference for three days, you really only have two days to work with. However, one of those days will probably be needed for catching up, so realistically, you’ve got one solid work day.  But let’s look at a typical week when you are at your usual place of work.  How much time do you need to do the work you are employed to do each week? A journalist may be expected to write an article a week. How long does it typically take to write the article, excluding the research and interviews? That would be their starting point.  Doctors I work with often need 2 hours or more after seeing patients to handle paperwork. If they want to get home at 7:00 pm each evening, then that will affect the time they need to stop seeing patients and do paperwork.  Salespeople are focused on seeing clients most of the day, but they also often have paperwork and follow-ups to do. Where can they fit the time they need for paperwork and follow-ups? Knowing what you are expected to do as part of your job and ensuring you have sufficient time to do it each week is what I call protecting time for your core work, and it goes back to the birth of humankind. Our ancestors on the Savannahs knew their core work. To hunt for food. If they’d had a big kill one day, they may have been able to take a day off, but when they started their day, they knew their job was to go out and find food. It was a non-negotiable part of their day.  That’s what time blocking does for you. It gives you clarity on what you need to do that day. All you need to do is show up.  One tip I can give you about time-blocking is to keep your time blocks general. For instance, the CEO I mentioned a moment ago calls her newsletter writing time simply “writing time”. That gives her some flexibility.  If she needs to write a report for the board and is up against a tight deadline, then that is what she will write in that time. She will then find another space for the newsletter writing. I do something similar. I have writing time and audio/visual time protected on my calendar. I can then choose what I write or record on the day as part of my daily planning routine.  If you’re in sales or a client-facing role, the time you spend working for your clients can be called “client” or “customer” time. I would also highly recommend that you set aside time every day to deal with messages, emails, and admin. These tasks will creep up on you if you’re not

You’ve probably heard of something called AI. It seems everyone is talking about it. The question is: how will this affect our productivity, and what can we do to ensure we are ready for the likely changes this year?  That’s what I’m answering this week.  Links: Email Me | Twitter | Fac ebook | Website | Linkedin   Take the Time Sector System Course  Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 402 Hello, and welcome to episode 402 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.  Unless you’ve had the fortune to avoid seeing the news over the last few years, you may have come across something called AI. It seems to be everywhere today.  Just yesterday, I got a big update to Evernote, and it was all about AI. Todoist, my task manager of choice, is also on board with AI with their dictation tool called “Ramble”.  All great tools, all giving us the potential to collect and organise more.  I use AI a lot myself. It helps me brainstorm ideas, create subtitles for my YouTube videos, and write the video descriptions, which I hated doing myself.  And it is a phenomenal research tool. I can import my analytics from my blog, this podcast or my YouTube videos and ask it to tell me what is resonating with my community. Then that helps me to decide what the next best content will be.  Yet, with all this, there are some downsides. One of which is that I noticed last year that many of my coaching clients were seeing an increase in the number of tasks they had in their task managers.  It wasn’t until recently that I realised where many of these tasks were coming from.  Many companies are rolling out AI-supported meeting summaries. AI is particularly good at this. It listens in to the meeting and, at the end, produces a summary of what was discussed and a list of action steps to be taken following the meeting. Some of the more sophisticated versions of this will break down by who is responsible for which task.  Superb! Or is it? What I’ve discovered is that AI is like that annoying new recruit who wants to impress by doing far more work than is necessary. It will turn a 10-bullet-pointed summary into a 20-page report, only for the recipient to return it to a bullet-pointed summary.  It reminds me of that wonderful quote from Winston Churchill: “This report, by its very length, defends itself against the risk of being read.” Yet, from a productivity perspective, what AI is doing is creating a lot of tasks. So much so that it has now been given its own term: “AI-generated work bloat”, or a less friendly version: “AI-generated Work slop”. So, what can we do to “defend” ourselves from this AI-generated work bloat? Well, there are a few things we can do that will allow us to take advantage of AI’s incredible abilities, yet still keep our workloads within limits without it slowly becoming overwhelmed with a lot of “work slop”. That nicely brings me on to this week’s question, and that means it’s time to hand you over to the Mystery Podcast Voice for this week’s question: This week’s question comes from Robert. Robert asks, Hi Carl, I haven’t heard you talk much about AI. Do you have any thoughts on how to get the most out of the new AI tools without them becoming overwhelming? Hi Robert, thank you for your question.  AI is certainly causing some issues in the time management and productivity space. Yet, it is also helping many people to get better organised.  It is like all new technology. There is an initial period in which we try everything to determine where the new technology can help us most. I remember when email became a thing. There was a lot of nervousness about it initially.  I was working in a law firm at the time, and the legal profession in the UK was reluctant to adopt email, even though its benefits over snail mail were obvious. There were fears over privacy and client confidentiality. Eventually, we adopted it, and when we did, it rapidly became an instant messaging portal. Clients who sent an email began expecting an instant reply and quickly called us if they did not receive one within a few minutes.  Fortunately, we had not at that stage entered the smartphone era and were able to explain to clients that when we were out of the office, we were unable to check our emails.  However, email became the new way of communicating, and it soon created a cascade of stuff for us to process and organise, eating up more valuable time—time we didn’t have then, let alone today.  I see the same thing happening with AI today. We are trying to adopt AI in so many ways. Some will stick, others will fall by the wayside in time.  It doesn’t mean we should reject these new ways immediately. We are in the experimentation stage. It’s the fun stage. Testing new ideas, playing with tools and seeing what works for us and what doesn’t.  However, some fundamentals remain in play.  The first, and the one that will never go away, is that we only have twenty-four hours a day. We are human. We need to sleep, eat and bathe. All of which takes time out of those 24 hours.  The second is that we can only focus on one thing at a time. We have the freedom to choose what we focus on, but we can only focus on one thing.  So the question is, what will you focus on and when?  We may not be able to stop all this AI-generated work, but we can choose when to work on it. This is where categorising your work helps you choose the right things to work on.  For example, pretty much all of us will have to deal with communications, and it’s a great example.  What happens if you don’t respond to your emails and messages for a day? Perhaps you’re travelling, or are caught up in meetings. That’s right, you create a backlog.  The problem with emails and messages is that they never stop coming in, and unless you have a process and time to deal with them, you will miss deadlines and opportunities, and probably upset a lot of people. There are consequences for ignoring your messages.  The solution is to set aside time each day to deal with them. How much time will depend on how much time you have and perhaps the volume of messages that require your attention.  If all you have is twenty minutes between some meetings, take it. You’re not going to get much else done. So take advantage of those twenty minutes and clear some of those messages. You may not be able to clear them all, but one is always greater than zero.  If the AI tools you use include suggestions for responses, take advantage of them for the shorter replies.  But, be careful of the longer replies that require your knowledgeable input. AI can respond to some of these, but its responses often sound a little inhuman or, worse, give the wrong information.  Always check the AI-generated responses.  AI can also organise your calendar for you. Personally, I’ve not had much luck with this, as it doesn’t have enough variable information about me to be accurate. What I find AI does is look at what I like to do at certain times of the day and suggests I do that every day, and then fills in everything else around that.  The last time I played with this AI, it recommended I get up at 6:00 am and do my workout. Pu ha ha! I am not going to get up at 6:00 to do any exercise. I hate exercising in the morning.  To get my AI calendar to be reasonably useful, I had to spend far too much time telling it what I wanted, and I realised in the end the fastest way was for me to do it manually.  Going back to the categorisation of your work, if you categorise it by the types of work you do, you can then match your calendar to your categories.  For instance, if you were a doctor, seeing patients would largely take up most of your workday. But you will also need time to complete your prescriptions, update patient notes, respond to messages, deal with any health insurance claims, and so on.  If you don’t want to be working late into the night, you will need to be disciplined with your calendar and protect time for the admin and communication tasks.  If you find AI is recommending a lot of tasks for you, from, say, meeting summaries, I recommend you first audit the list, then allocate a category to the work suggested.  Why audit the list?  Well, as I mentioned, AI is like that new recruit trying impress the boss by suggesting more work than is necessary. It will create a lot of tasks.  Your experience will tell you that a lot of those tasks will not need to be done. It’s these that need to be removed.  I recently did an experiment. I asked Google’s Gemini to give me a list of tasks, spread over four weeks, to start a blog.  This prompt resulted in 29 tasks! And the task of actually writing a first draft was not suggested until the start of week four.  While many of the tasks listed, such as choosing a domain to host the blog and your niche, do need to be done, in the real world, most people who want to start a blog will already know this. It’s part of the thought processes that lead to deciding to start a blog. When I audited the list, I reduced it from 29 tasks down to 12. I also found I needed to move some tasks around because they weren’t in a logical sequence.  I’m sure over time, AI will get better at this, but always remember that your experience about doing your job will still be better at predicting what needs to be done than AI will.  If you’re using the Time Sector System, you will find that your processing naturally fits with AI’s method of breaking tasks down into when you “should” be doing them.  My blog experiment allowed me, once I’d audited the list, to quickly move the tasks into the correct sector. Tasks that should be done in the first we

Albert Einstein once said, “Organised people are just too lazy to go looking for what they want.” And I think he makes a very good point.  Links: Email Me | Twitter | Fac ebook | Website | Linkedin   Mastering Digital Notes Organisation Course The File Management Course Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 401 Hello, and welcome to episode 401 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.  Last week’s episode on what to keep in your notes sparked a lot of follow-up questions around the concept of how to organise notes and digital files.  In many ways, this has been one of the disadvantages of the digital explosion. Back in the day, important documents were kept inside filing cabinets and were organised alphabetically. Photos were mostly kept in photo books, which were then thrown into boxes and hidden under beds or in the attic.  The best ones were put in frames and displayed on tables and mantelpieces—something we rarely do today.  And notebooks, if kept, were put at the bottom of bookshelves or in boxes.  The limiting factor was physical space. This meant we regularly curated our files and threw out expired documents.  The trouble today is that digital documents don’t take up visible physical space, so as long as you have enough digital storage either on your computer’s hard drive or in the cloud, you can keep thousands of documents there without the need to curate and keep them updated.  Eventually, it becomes practically impossible to know what we have, where it is, or even how to start finding it if we do know what we want to find.  So, before I continue, let me hand you over to the Mystery Podcast Voice for this week’s question.  This week’s question comes from Julia. Julia asks, “ Hi Carl, I listened to your recent podcast episode on what to keep in your notes, and it got me thinking. How would someone go about organising years of digital stuff that has accumulated all over the place? Hi Julia, thank you for your question.  A couple of years ago, I became fascinated with how the National Archives in Kew, London, handles archiving millions of government documents each year.  Compared to us individuals, this would be extreme, but they have hundreds of years of experience in this matter, and my thinking was that if anyone knew how to manage documents, they would know.  What surprised me was that they maintained a relatively simple system. That system was based on years and the department from which the documents originated.  So, for example, anything that came from the Prime Minister’s office last year would be bundled together under 2025. It would then be given the prefix PREM. (They do use a code for the years to help with cataloguing, as the National Archives will be keeping documents from different centuries)  Upon further investigation, the reason they do it this way is that older documents are most likely searched for by year.  Let’s say I was writing a book on British disasters in the 20th century, and I wanted to learn more about the Aberfan Disaster, where a coal slag heap collapsed, crushing the village of Aberfan in Wales.  All I would need to know would be the year, and a simple Google search would give me that. From there, I could search the National Archives for HOME 1966. That search would indicate the Home Office files for 1966. (The year the disaster happened)  I would also know that the disaster happened in October, so I could refine my search to October dates.  If we were to use a system similar to the one the National Archives uses to organise its documents, we would create parent folders by year.  You can then go through your documents wherever they are and, using your computer’s ability to detect when a document was created, have it show your list of files by when they were created. That way, all you need to do is select all files from a given year and move them into their appropriate year folder.  Now, when I do this, I notice that I have files going back to 2015.  The next step would be to allocate time each week to review your year folders and organise the documents into topic folders.  For example, anything related to insurance can be placed in an insurance folder.  How deep you go after that will depend on you. I don’t go any further than that. I have three insurance documents. Car, health and home insurance. And given that these are now organised by year, if, in the unlikely event, I need to retrieve my 2019 health insurance documents, it would be very easy to find them.  I would suggest starting at the current year and working backwards. The chances of you needing to find a document from ten years ago are slim. The need to find a 2025 document would be much higher.  So start with your 2025 folder and work backwards. Don’t be tempted to pre-set up your year folders with subfolders by topic. No one year will be the same.  In 2016, I was teaching English to executives in Korea—something I no longer do. I have a lot of teaching materials; I don’t want to throw away those, and they go up to 2020, so I have folders for those years related to my English teaching activities. After 2020, those folders are no longer in my files.  Once you have the year folders set up, it’s relatively quick and easy to get things organised. The important thing is not overthink this or to develop an overly complex folder structure.  My advice is two levels and no more. The year folder and the subject material. For example, 2024 > Electric bills.  Now, there is a category of documents that you need access to across multiple years.  For example, my car’s manual is something I will need to keep for as long as I have my current car.  For these types of documents, you can create a folder called “current” or “active” (you decide the best name for it) and keep these in there.  So, in my current folder, I have my company registration documents, my car’s manual and registration documents, current insurance certificates, and other miscellaneous files I need access to regularly. This folder is pinned to the top of my file folders (you can do this by adding a 00 before the word Current, then setting the list to organise by name).  Now for your work documents.  This one is more challenging, as you’re likely to be collaborating with others.  There may also be legal requirements regarding document storage and archiving. When I worked in a law office, there were strict rules about how files were organised and stored, and for how long they were kept.  However, that was not my concern. There were procedures that my colleagues and I followed for each file, and they were then sent to the archivist, who made sure that everything was stored in the correct way.  My advice here would be to follow your company’s procedures; if there are none, use the system I described above for your personal files.  Another challenge we face today is that Microsoft, Google, and Apple are encouraging us to keep files within their app containers.  For instance, if you create a Word document, Microsoft wants you to save that file within your OneDrive’s Word folder.  That makes sense, and for the current documents I am creating, I use that system.  However, once I’ve sent feedback to my coaching clients, I save the original Pages file in that client’s folder (I work in the Apple ecosystem).  These folders are not year-specific. Many of my clients have been with me for years, and many of them come back from time to time.  That is why, with work-related files, using years to organise your documents doesn’t always work—particularly with ongoing projects, campaigns and clients. Given that most work related files and documents are shared with others and are kept within the company’s own file storage system, the best solution is to ensure that the title you give to these files is something you would naturally search for. Think how you would find this document in twelve or twenty-four months time.  For example, each year I write a workbook for my Ultimate Productivity Workshop. The title of that document is “2026 Ultimate Productivity Workbook”.  I put the year first because if I were to search for “workbook”, within the results, I would find that the Productivity workshop’s workbooks would all be grouped together by year, making it easy for me to select the right one.  And that neatly leads me to another facet of working with digital files.  Your computer is built for search. It’s the biggest advantage computers have over your own brain. If it’s within your computer’s search scope it will find it within a split second.  Really the only thing you need to do is ensure that you have given the document a title you will be able to search for. One of my favourite features of this computerised search is to use the “recents” smart list. This shows you all the documents you have worked on recently.  The chances are something you are looking for at work will be something you have worked on recently. You might be writing a report or a proposal in Word, then in the Word app those documents will be at the top of the list.  You may need to change the search setting in the list to last modified, not date created to see this, but it’s a phenomenal way to find a document you need quickly.  What about your notes? Last weekend, I watched a documentary on the beloved British comedian Sir Ken Dodd. A brilliant comedian and a man who left millions of people in laughter and happiness.  Doddy, for that is what we called him, was in the habit of writing notes after each performance into a notebook. He would write how he felt the performance went, what jokes worked and didn’t work, and

WOW! We’ve reached the 400th episode of this podcast. I’d like to thank all of you for being here with me on this incredible journey. And now, let us begin.  Links: Email Me | Twitter | Fac ebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Download the Areas of Focus Workbook for free here Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page   Script | 399 Hello, and welcome to episode 400 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.  15 years ago, I remember being excited to find Ian Fleming's explanation of how to write a thriller. I saved the text of that article from the Internet directly into Evernote. As I look back, I think that is probably my favourite piece of text that I've saved in my notes over the years. This morning I did a little experiment. I asked Gemini what Ian Fleming‘s advice is for writing a thriller. Within seconds, Gemini gave me not only the original text but also a summary and bullet points of the main points.  Does this mean that many of the things we have traditionally saved in our digital notes today are no longer needed? I’m not so sure. It’s this and many similar uses of our digital note-taking applications that may no longer be necessary And that nicely brings me on to this week’s topic, and that means it’s time for me to hand you over to the Mystery Podcast Voice for this week’s question. This week’s question comes from Ricardo. Ricardo asks, Could you discuss more about note-taking in your podcast, as I have difficulties regarding how to collect and store what’s important? Hi Ricardo. Thank you for your question.  When digital note-taking apps began appearing on our mobile phones around 2009, they were a revelation.  Prior to this innovation, we carried around notebooks and collected our thoughts, meeting notes and plans in them.  Yet, given our human frailties, most of these notebooks were lost, and even if they were not, it was difficult to find the right notebook with the right notes.  Some people were good at storing these. Many journalists and scientists were excellent at keeping these records organised. As were many artists.  And we are very lucky that they did because many years later, those notebooks are still available to us. You can see Charles Darwin’s and Isaac Newton’s notebooks today. Many of which are kept at the Athenaeum Club in London, and others are in museums around the world.  It was important in the days before the Internet to keep these notebooks safe. They contained original thoughts, scientific processes and information that, as in Charles Darwin’s and Isaac Newton’s case, would later form part of a massive scientific breakthrough.  Darwin’s journey on HMS Beagle was a defining moment in scientific history. It provided the raw data and observations that would eventually lead to his theory of evolution by natural selection.  That was published some twenty years after his journey in his book On the Origin of Species by Means of Natural Selection.  During Darwin’s five-year journey around the world, he filled 15 field notebooks with observations and sketches—these were roughly the same size as the iconic Field Notes pocket notebooks you can buy today.  Additionally, he kept several Geological Specimen Notebooks. These were slightly larger than his field notes notebooks. He used these primarily to catalogue the fossils and rocks he collected Darwin also kept a large journal during his travels, which he used to record data and incidents.  These were all original thoughts and observations.  Today, all that information is freely available on the internet and, of course, in books.  What’s more, with AI tools such as Gemini and ChatGPT, finding this information today is easy. I, like many people today, rarely use internet searches for information. I simply ask Gemini.  This means there’s no point in saving this information in my digital notes. All my searches are saved within the Gemini app, as they are in ChatGPT and Claude.  But your original thoughts, ideas and project notes are unique. It’s these you want to keep in your digital notes.  Much like Charles Darwin and Isaac Newton wrote down their thoughts and observations, your thoughts, observations and ideas should be collected and stored.  When Darwin travelled on the Beagle, he was 22 years old. When he published The Origin of Species, he was 45.  And perhaps, like Darwin, not all your ideas today will have an immediate practical purpose. But if you don’t keep them, they never will. This is why it’s important to keep them where you can find them later.  And that’s where our digital tools today are so much better than the paper notebooks we kept. We can find anything, any time, from any digital device we have on hand.  I remember reading Leonardo Da Vinci’s biography, and he often travelled to other parts of Italy. If he needed to reference a note he had made—and he made copious notes—and he did not have the right notebook with him on his travels, it would have taken him days to retrieve the information.  We don’t have that problem today.  So, when it comes to collecting, be ruthless in what you keep.  I have a notebook in my notes app called “Suppliers”. This is where I store the names of the companies I regularly buy things from.  For example, I get my clothing from several preferred retailers. I buy my woollen jumpers (sweaters) from Cordings of Piccadilly. In the note I have for Cordings, are my sizes and the website address.  This makes it easy for me to find what I am looking for and order. I use Apple’s Password app to store my login details, so once I have found what I want, I can order it very quickly.  Amazon makes this even easier with a “Buy It Again” section, so if I am running low on Yorkshire Tea, I go to Amazon, click Buy It Again, and within a few seconds, I see Yorkshire Tea and can order straight away.  Ten years ago, I kept all that information in my notes. Today, I don’t bother as it’s faster to go directly to Amazon.  Another use I have for my digital notes is to keep all my client meeting notes. Each week, I will have around fifteen to twenty calls with clients, and I keep notes for each call as I write feedback, which I send to the client after the call.  These are unique notes, and each one will be different, so using the Darwin/Newton principle—keeping thoughts, ideas and observations in your notes—they will be kept in my notes in a notebook called “clients”. What’s great about this is I have over eight years’ worth of client notes in Evernote, which feed ideas for future content as they’re directly relatable to real experiences and difficulties.  Another useful note to have in your notes is something called an “Anchor Note”. This is a note where you keep critical information you may need at any particular time.  For example, I keep all the subscriber links to my various websites there, which can be quickly copied and pasted whenever needed.  I also have the Korean Immigration office website there, since it’s not easy to find, and I only need it every 3 or 4 years.  Depending on how security-conscious you are, you can also keep your Social Security and driving license numbers there, too.  How you organise your notes depends on you and how your brain works. However, the more complex your organisational system, the slower you will be at finding what you need.  Now this is where computers come into their own. Whether you use Apple, Google or Microsoft, all these companies have built incredible search functionality into the core of their systems.  This means as long as you give your note a title that means something to you, you will be able to find it in five or ten years’ time.  I remember once my wife asked me for a password to a Korean website I had not used in ten years or more. I couldn’t remember it, and I didn’t have the password stored in my old password manager, 1Password.  As a long shot, I typed the name of the website into Evernote—the note-taking app I’ve been using for almost fifteen years—and within a second, the website with my login details was on my screen.  If I’d tried to find that information by going through my notebooks and tags, I would never have found it. I let Evernote handle the hard work, and it did so superbly.  However, that said, there is something about having some basic structure to your notes. I use a structure I call GAPRA. GAPRA stands for Goals, Areas of Focus, Projects, Resources and Archive. It’s loosely based on Tiago Forte’s PARA method.  I find having separate places for my goals, areas of focus and projects makes it easier for me to navigate things when I am creating a note.  My goals section is for tracking data. For instance, if I were losing weight, I would record my weight each week there.  My areas of focus notebook is where I keep my definitions of my areas and what they mean to me, and it gives me a single place to review these every six months.  My project notebook is where I keep all my notes for my current projects.  The biggest notebook I have, though, is my resources notebook. This is a catch-all for everything else. My supplier’s notebook is there, as is information about different cities I travel to or may travel to in the future. As I look at that notebook now, Paris is the note that has the most information. (Although Osaka in Japan is getting close to it)  I also have places to visit in Korea that I keep for when my mother visits—which she does every year—so I can build a different itinerary for her each year.  The archive is for old notes. I’m not by nature a hoarder, but I do find

“Most people overestimate what they can achieve in twelve months and underestimate what they can accomplish in a decade.”  I first heard that quote from Tony Robbins, and it completely changed my approach to yearly goals. I stopped setting ‘New Year’s resolutions’ and began looking further ahead to see what I could do over the next twelve months that would move me closer to my longer-term dreams and goals.  In this week’s special episode, I will share with you why smaller steps over the next twelve months will do so much more for you than trying to do something big and scary that you ultimately fail at.  Let’s go. Links: Email Me | Twitter | Facebook | Website | Linkedin   Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Download the Areas of Focus Workbook for free here   Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 399 Hello, and welcome to episode 399 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.  What are the mistakes most people make when it comes to goals and resolutions for the New Year?  Well, the simple answer is that they overcomplicate things and try to do too much in one year.  Let me explain. Like most people, I used to set New Year’s resolutions when I was growing up. At various times in my life, they included losing weight and getting fit, quitting smoking, saving money and many more.  And, again, like most people, I failed miserably every time.  What Tony Robbins’ quote made me realise is that I was failing because none of these resolutions were connected to my long-term goals or vision.  I was in my twenties, and I believed I was immortal. It wasn’t until I reached my early thirties that three-day hangovers convinced me that I wasn’t immortal after all.  It wasn’t until I’d settled down, married and begun to see a life ahead of me that I started to wonder if I could control that life and the direction it would go in.  And yes, I could. And so can you. But you do need to know what kind of life you want to be living in ten or twenty years.  Hope is not a good strategy. It’s no good carrying on as you are and “hoping” you will one day reach the goals and the life you’ve always wanted to live.  To achieve that, you will need to take action.  To give you an example of what I mean.  I want to be active well into my eighties and nineties. I long admired Prince Philip, the late Duke of Edinburgh. He died in 2021, just a couple of months short of his 100th birthday. And yet he remained active throughout his eighties and nineties, being one of the hardest-working members of the Royal family.  The Queen allowed him to retire at 97.  How did Prince Philip maintain his strength and endurance?  He did something called the 5BX every morning for eleven minutes.  5BX is a series of body-weight exercises you can do anywhere that was developed by the Royal Canadian Air Force in the 1940s to keep their servicemen fit, healthy and strong.  I highly recommend you search for the original Royal Canadian Air Force instructional video on YouTube and watch it. It seems so quaint by today’s standards.  He also walked miles and miles every day, ate small portions of food based on a traditional balanced diet, limited his alcohol intake, and went to bed and woke up at the same time each day. If we were to break that down into daily activities, it was simple and doable. Because he was able to do it every day—even when he was travelling—it meant there were few excuses he could use not to do it.  You wake up, and after a few minutes, do your 5BX session, shower, have a small, healthy breakfast, and get on with your day, taking every opportunity to walk. And you do it every day.  Tie that to going to bed and waking up at the same time each day, and you would be setting yourself up for a long, healthy, active life.  And in that, there is nothing complicated or time-consuming.  There are also no goals involved. It’s just a shift in your daily routine, so these activities become part of your daily routine.  Although I would suggest you use January as a “test”. Often, we read or listen to something, think it’s a good idea and then find that because of our circumstances, we struggle to make it work.  That doesn’t mean it cannot work. It means we need to rethink the routine and make a few changes so it works for us.  I remember reading Robin Sharma’s The 5 AM Club and thought it was a good idea. And it was a good idea in 2016. I could get to bed at a reasonable time.  Then I started my productivity work and coaching programme, and it became challenging to get to bed before midnight. Something had to change.  I realised that the power of the 5 AM Club was not in getting up at 5 AM. It was what you did when you woke up. So, the only thing I needed to change was my wake-up time. And ten years later, I still follow the morning routine I developed after reading that book.  Another example would be with your personal finances. Davie Ramsey’s book, The Total Money Makeover, gives a simple step-by-step approach to getting your personal finances in order.  The first is to build a starter emergency fund—usually around $1,000 to $5,000. Then pay off all non-mortgage debts as quickly as you can.  The third step is to build a longer-term emergency fund. That would be three to six months of living expenses.  And then to invest in your retirement and live on less than you earn.  Within that framework, there would be a few key things you could do. For example, try to save the starter emergency fund in 2026 and pay down some of your shorter-term debts.  Around those areas, you could set some goals in 2026.  The bigger principle in The Total Money Makeover is to pay off all debts, including mortgages. That’s unlikely to be possible for most people in one year, but over ten years? It could be possible.  The good thing about something like this is that you can plan five or ten years ahead and set a goal to be completely debt-free by 2036.  Whether it’s health or finances, what you are doing is setting standards for how you live your life. You eat healthy, do some exercise each day, and live within your means.  And really, that’s what a new year should be all about. Not resolutions or goals, but reaffirming your standards. The standards you live your life by.  Standards don’t need motivation; they are just the way you live your life.  However, when setting your standards, you will likely need some help from motivation and self-discipline initially. There will be days when you forget to do something or cannot do it. That’s perfectly normal.  It’s not about hitting everything 100% of the time. That would be impossible anyway. I would suggest a monthly target of 80%+  A good example of this is when I travel to visit my parents. The trip from our home in Korea to where my parents live on the West Coast of Ireland takes about 26 hours door-to-door.  During that time, I am not able to go out for a run or to the gym. If my goal were to exercise every day, I would be setting myself up for failure before I begin. I travel to visit my parents at least once a year.  And if I were determined to do it, why put myself through that extra stress? Travelling is stressful enough.  Then there would be those occasions when I am ill or delayed when travelling domestically.  However, if my target was an 80% success rate, I’m in with a chance, and on those days when I’m exhausted or an emergency comes up, I wouldn’t be destroying my standards.  If you want to discover what is important to you in your life, I suggest you download my free Areas of Focus workbook. That workbook will take you through each of the eight areas of life we all share, help you define each one and then set some actionable steps you can take to keep your areas in balance.  It’s a great way to kick off a new year, as it will help you focus on what matters to you and identify areas where you can establish habits and standards that will be meaningful to you. A new year is a wonderful opportunity to review how things are going in our lives and reflect on what we could change to get our lives back on the right track, living the life we want.  If you’re entirely new to this approach to a new year, don’t really know what your longer-term vision is, or aren’t clear on what is important to you in life, and you’re ready to make changes, I would recommend my Time and Life Mastery online course.  This is a complete package that will help you explore what is important to you. Once you have established those, I then show you how to build your standards into your daily life.  Plus, you get my complete mini-course library for free when you join. And if you act now, you can save 50% with my End of Year Sale offer using the coupon code “codisgreat” (all lowercase, and one word).  I’ll leave the details in the show notes for you.  Thank you for listening, and let me wish you an amazing 2026.  It just remains for me now to wish you all a very, very productive week.   

 "The first ritual you do during the day is the highest leveraged ritual, by far, because it has the effect of setting the mind and setting the context for the rest of your day." — Naval Ravikant or was it Eben Pagan? I don’t know, but it’s a great quote to begin today’s episode.  Links: Email Me | Twitter | Facebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 398 Hello, and welcome to episode 398 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.  Your morning routine is one of the best ways to create a productive day.  If you were to wake up at the very last moment, rush around your home getting ready while trying to sip your hot coffee, and rush out the door to catch the train to work, you’ve started the day in a stressed state, and you’re likely to stay stressed all day.  It’s not a great way to begin the day.  If you were to start the day with a set of routines that you follow every day, two things would happen. The first is that you have no decisions to make, which preserves your decision-making powers—powers that diminish throughout the day. And the second is that the routine itself allows you to slow down.  However, as with all things good for us, we can take it to extremes, which can create stress in itself.  I remember in 2017, I began doing Robin Sharma’s 5 AM Club. This is where you wake up at 5:00 AM, do twenty minutes of sweaty exercise, twenty minutes of planning, and twenty minutes of learning.  It’s a great routine, but unfortunately for me, in 2018, I began coaching, which meant I was doing calls late at night, significantly reducing the sleep I was getting.  I found myself walking around all day like a zombie.  I decided to stop doing the 5 AM Club routine and develop my own, which I’ve stuck with for seven years now, and I still love my mornings.  And with that said, let me hand you over to the Mystery Podcast Voice for this week’s question.  This week’s question comes from Teagan. Teagan asks, In my morning routine, I take care of my pets, check my home budgeting app, then have breakfast and coffee while doing my email sort. My daily planning is done the night before. The problem is that I don't want to transition to getting dressed and starting work after doing this routine. It takes me 3 hours or more to get going. I'd like to do some physical activity, but this would make the morning even longer. Do you have any tips on moving more efficiently through the morning? Hi Teagan, thank you for your question.  I think the simple answer would be to include getting dressed as part of your morning routine. However, before you get there, I think there may be an issue in your routine. Three hours is too long for a morning routine.  Let me explain. Imagine you had a flight to catch at 7:00 AM. It takes you 90 minutes to get to the airport, and you need to allow 2 hours for check-in and getting to your gate.  That would mean you need to leave your house at 3:30 AM.  If your morning routine takes three hours, you would need to start your day at 12:30 AM. Therefore, dangerously reducing your sleep time.  Most people think of doing their morning routines when everything is normal. Unfortunately, “normal” is not a consistent state of affairs for most of us. It may happen 90% of the time, but when we develop our morning routines, we need to consider the 10% of days when it doesn’t and how we will start the day on those days.  The “perfect” morning routine is a routine you do 100% of the time.  This would be your starting point.  I’ve found that a morning routine of around 45 minutes is realistic. This means that even on days when you need to start your day earlier than usual, there are few excuses you can use not to do your routine.  Although hopefully you won’t need “excuses” for not doing it.  Your morning routine should be something you look forward to doing. It gives you a reason to jump out of bed, not crawl out.  It should be built around things you enjoy doing. To give you an example, my morning routine is: Wake up and put the kettle on. Drink a glass of lemon juice water while the kettle is boiling. Make a pot of Yorkshire Tea. Wash my face and brush my teeth. Then, sit down at my desk, with my mug of tea, open my journal and begin writing.  Finally, open my email and clear my inbox.  In total, that takes me about 40 to 50 minutes. It depends on how much I write in my journal.  As I know my routine won’t take any longer than 50 minutes, I can confidently decide when to set my wake-up time.  For example, on a Monday, I have a call at 7:00 am; therefore, I wake up at 6:00 am. Other days, I can wake up at my preferred time of 8:00 am.  Last summer, we needed to leave for the airport at 5:00 am. This meant on that day, I woke up at 4:00 am and was ready to go at 5:00 am.  I don’t include getting dressed in my morning routine. I get dressed as my tea is brewing after I’ve washed my face and brushed my teeth.  The purpose of your morning routine is to mentally prepare you for the day ahead. It’s not to create more stress.  I love writing my journal and that first cup of tea of the day. When my alarm goes off in the morning, it’s often the first thing I think about, and I do jump out of bed—much to Louis’s annoyance—he’s not a morning dog.  Robin Sharma recently posted his “new” four-hour morning routine on YouTube. It’s a superb, inspiring and motivational routine, yet completely impractical for most people.  You don’t need a four-hour morning routine to get the benefits of the morning routine.  Some people love exercise in the morning, others don’t. That doesn’t mean that those who don’t like exercise in the morning miss out.  For a morning routine that works for you, start with what you love doing.  You mentioned your pets. If your pets like to go out in the morning, and it’s something you enjoy doing, then you can build that into your morning routine. However, if it’s just refilling water bowls and giving them breakfast, you could use that as the trigger to start your routine.  The trigger is the first thing you do in the morning.  For me, that’s putting the kettle on; for others, it could be a visit to the bathroom or letting their dog out.  The trigger should be something you automatically do without thinking. This is similar to what James Clear calls “habit stacking”. It’s the first in a series of activities that start the stack.  So how do you transition from your morning routines to the start of your day?  This will depend on whether you work from home or go to an office.  If you work from home, the last activity of your morning routine should automatically transition you.  For example, clearing my email inbox is the last activity of my routine, and it smoothly transitions me into my first task of the day.  Today, that was to write this script.  Now, why do I clear my email first? I protect the first 30 minutes of my day for emergencies or urgent requests. So, today I began at 8:00 am and started writing this script at 9:30 am. 9:30 am is usually when my focus time starts.  If there’s an email that requires an urgent response, I have time to deal with it without it distracting me while I am focusing on my most important work of the day. It clears my head and reassures me there’s nothing more important than doing that first task.  If you work in an office, the last activity in your routine should be leaving for work. You know when you need to leave for work, so you have a reference point you can use to decide when you should be waking up.  The definition of a routine is something that you do consistently, often without thinking. I’ve been doing my morning routines for seven years, and I frequently find myself sitting at my desk writing in my journal, wondering how I got there.  I know I’ve followed my routines. I have a cup of hot tea next to me, and I am dressed. These routines are ingrained into how I begin each day. One thing I do, though, that may help you, Teagan, is I lay out my clothes before I go to bed. When I wake up, my clothes are there right in front of me—no decision to make. Just put them on and start my day.  Having your clothes laid out ready for you in the morning may mean that you need a small end-of-day routine.  While you may not have a formalised closing-down routine, one thing you can do as you get ready for bed is to lay out your clothes for tomorrow morning after you’ve brushed your teeth.  Then, in the morning, you’ve reduced the resistance to getting dressed and starting the day.  So there you go, Teagan. I would first suggest you look at your morning routines and see where you could reduce them so they don’t last more than an hour. Think about those days when you may need to wake up early—could you still complete your morning routines?  Make sure what you have in your routines are things you love doing. If you don’t love doing them, your morning routines will become a chore. Not the best way to start your day.  And for getting dressed, set out your clothes the evening before so you reduce the resistance when you wake up.  I hope that has helped. Thank you for your question, Teagan, and thank you to you too for listening.  This podcast will be on a break next week, so let me wish you a very merry Christmas and a Happy New Year.  It just remains for me now to wish you all a very, very productive end to 2025.   

"I believe that this nation should commit itself to achieving the goal, before this decade is out, of landing a man on the Moon and returning him safely to the Earth." That was President John Kennedy in 1961, speaking at the Joint Session of Congress. It is possibly the best example of a project statement ever made.  Links: Email Me | Twitter | Facebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 397 Hello, and welcome to episode 397 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.  Starting projects. It can be tough. Where do you start? Where will you find the time? And what do you need to do?  These are just some of the questions you will find yourself asking.  Yet the biggest obstacle to completing a project on time is overthinking and over-planning. Thinking about and planning a project are not the same as working on one. Working on a project is doing something that moves it forward.  Decorating your bedroom will require paint and brushes. The only pre-project decision you need to make is what colour.  The first two steps, therefore, are:  Decide what colour to paint the bedroom Buy paint and brushes I would add a third decision: when. When will you do it?  Once you’ve done those three things, you’re ready to go—no more planning, no more thinking. Just get on and start.  Yet, that’s not how most projects go, is it? There’s thinking, planning, then creating tasks in your task manager, and if it’s a work project, a meeting, then perhaps another meeting.  Often, by the time a project is conceived, 80% of the time required to complete it gets spent on thinking, planning, and meetings.  And that brings us nicely to this week’s question—a question about finding ways to reduce the thinking and planning time.  So, let me now hand you over to the Mystery Podcast voice for this week’s question. This week’s question comes from Phil. Phil asks, “Hi Carl, how do you work on complex projects?” I find I spend a lot of time planning a project, end up with a long list of things to do, and when it comes to starting, I freeze. It’s as if I don’t know where to start. Do you have any tips on handling this type of problem? Hi Phil, thank you for your question.  “Project freeze” is a common problem for many people. I suspect this stems from the belief that every aspect of a project needs to be planned before starting. Yet, for many projects, this would be impossible.  Imagine you were part of NASA in May 1961, and you’d just heard President Kennedy’s speech at the joint session of Congress about why the US should put a man on the moon and bring him back safely to earth before the end of the decade.  At that time, NASA was struggling to get even the smallest of rockets into space—the idea of sending astronauts to the moon and back was a pipe dream.  Yet a group of incredible people at NASA in 1961 took on the challenge. Instead of planning every single step they thought would be needed to complete the project, they looked at what they already knew, the obstacles they would need to overcome, and the first steps. That gave birth to the Mercury space mission. The Mercury programme was not to put a man on the moon; its objectives were to orbit a crewed spacecraft around Earth, study the human ability to function in space, and ensure the safe recovery of both the astronaut and the spacecraft. Before they could reach the moon, they needed to understand how humans cope in space. So the project’s objective was to send a man into Earth’s orbit.  The key was to get started, and they did this by listing out the obstacles they needed to overcome first. They then worked out how to remove those obstacles.  Now, I know our projects are unlikely to be as big as sending someone to the moon and back, but we can adopt the same approach that NASA used to work on our projects.  Even small projects can adopt this approach. Let’s say you were asked to do a presentation on the likely effects of AI on your company’s business over the next five years. Where would you start?  For something like this, there would be several phases.  The first would be to research and gather information. For this, the task would likely be to find out who to ask or what to read.  Okay, when will you do this?  Here’s the key point. It’s no good just deciding what needs to be done first. You need to make it intentional, and to do that, you will need to set aside time to do it.  Perhaps you decide to give yourself an afternoon to research this.  Research is a challenge in itself. We can go down rabbit holes that bring no meaningful insights into what we are trying to do. Yet, we can also underestimate how much time is required for research. So the first step is to do an initial session of research to help you develop some boundaries.  You might be lucky and find that the first research session gives you everything you need to start the presentation. However, if not, and you discover you need to do more research, then when will you do that?  One thing you can do with creating a presentation is to set up your PowerPoint or Keynote file. Create the document, do the first slide and perhaps set the theme colours.  Having a document started makes it much easier to get into creating the presentation.  The danger of listing out all the things you think you need to do to complete the project is that 80% of what you think needs to be done doesn’t, and you will find that 80% of what ends up being done were things you never thought of in the first place.  All you really need is a starting point.  I recently did a video on how to write a book. The number one reason people who want to write but never do write a book is that they overthink and plan it.  Thinking and planning do not produce a book.  The best way to write a book is to get the first draft written as fast as you can. All that is required is a few ideas about what you want to write about. From there, you start writing the first draft.  The first draft will be the worst state your book will ever be in. It’s meant to be messy, unstructured and occasionally unreadable.  But, once you have a first draft, you have around 80,000 words you can manipulate, craft and organise into a best seller. Without that first draft, you have nothing but a few ideas. How do you write a first draft? Set aside time each day to write. An hour or two every day for eight weeks will give you your first draft.  As you write, new ideas will form, and you can make a note of those along the way. That will make your editing easier.  The common denominator with any project is to get started. Everything has a starting point. Wherever that is, start there.  It’s as you are working on the project that your next steps reveal themselves.  When I first began creating online courses, I had no idea what I was doing. But what I did have was fifteen years of teaching experience, and I knew how to create a lesson plan.  I also knew what I wanted to create an online course on. So I could create a lesson plan and a topic. That was where I started.  Once I had a lesson plan, I realised I needed a storyboard of sorts to help me break the course down into lessons. That evolved into the outline I have written for every course I have created since.  Now, after eight years of creating courses, I have a process I follow. All I need is a topic and time to plan, outline, record, edit and post. (Five steps)  On big projects, many tasks are completed before the project ends. Yet, if you were to try to predict what needs to be done at the start, you will find you are wasting a lot of time.  NASA had no idea whether a human being could survive in space. What they did know was that they needed to develop a reliable rocket to get them into space. So, they began with that. Without the rocket, it didn’t matter whether a human could survive in space or not. There would have been no way of getting them there.  In 1962, NASA didn’t know that they would need software to keep the spacecraft on the right trajectory. There was no way they could have planned for that at that point. It was only when they began working on the Gemini programme that they realised software would be needed.  Without paint and brushes, it wouldn’t matter what colour you wanted to paint your bedroom.  In many ways, when you’re working on a large, complex project, you’re solving problems as you go along. Yet, there’s always going to be a starting point.  Another thing about bigger projects is setting a deadline.  Because we are not sure how long a large project will take to complete, it can be tempting to set an unrealistic deadline. Three months to complete a project that realistically would take twelve. This is why setting up the project’s stages will help you.  What’s the first stage? Give yourself a realistic time frame to complete that first stage. The information you gather during that first stage will guide you with the deadlines for the next stage.  I would also take another leaf from NASA’s book. President Kennedy said, “before the decade is out”. Given that he made this speech in 1961, NASA had around 9 years to complete the project. Yet it was not absolute.  Theoretically, the deadline was 31 December 1969, but the actual deadline was a grey area until NASA got closer to achieving the goal.  Deadlines are good as they bring energy to the project. Yet, unrealistic deadlines bring nothing but stress to a project.  I know an online course will take me about 6 weeks to complet

"In an age of speed, I began to think, nothing could be more invigorating than going slow. In an age of distraction, nothing can feel more luxurious than paying attention." — Pico Iyer How do you feel when you have nothing to do but enjoy your surroundings? Where nothing is urgent, and you can enjoy the moment you are in?  Never felt it? Maybe that’s a problem you need to fix. Today’s world makes us feel that everything must be done now, yet it doesn’t. If you were to slow down, step back from time to time to think, you’d get a lot more important things done and eliminate much of what is unnecessary.  Links: Email Me | Twitter | Facebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 396 Hello, and welcome to episode 396 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.  Slow down. There, I’ve said it.  If there were one distinguishing characteristic of those who control how they spend their time and when, it would be that they are slow.  Not in a negative way, more in an intentional way. They meet their deadlines, are never late for appointments and have clearly had time to read through the meeting preparation notes.  Even in one of the most stressful occupations, that of being a special forces soldier, they are trained to slow down. The US Navy SEALs have the expression “slow is smooth. Smooth is fast”, and I know from talking with former members of the UK Special Forces that a large part of their training is focused on slowing down and being deliberate with their actions. Of course, the problem here is that when you’re faced with twelve urgent Teams messages, you have five missed calls from an important customer, and your next appointment is about to start, the last thing your instincts will tell you to do is to slow down.  Yet it is precisely in those situations that slowing down and being intentional about what you do next is what you do.  Slowing down calms your over-anxious mind, and when your mind is calm, you make better, more rational decisions.  And slowing down is what this week’s question is all about. So, to kick us off, let me hand you over to the Mystery Podcast Voice for this week’s question.  This week’s question comes from Hanna. Hanna asks, Hi Carl, I work in a very busy Pharmaceutical company, and from the moment I step through the door at work, it feels like chaos. My phone never seems to stop ringing, and my Teams feed looks like it’s alive. It’s always moving! The day’s a blur. What can I do to slow things down and regain some control? Hi Hanna. Thank you for your question.  One of the things I’ve learned is that we do have control over the speed of the day. I know often it feels like we don’t, but we do.  The reason is that we always have choices, even when it often feels like we don’t. You can choose to answer your phone or let it run to voicemail. You can choose to answer those urgent Teams messages immediately or not, and you can choose to go to the staff rest area and make yourself a nice cup of tea.  Unfortunately, it’s natural for us to head straight into the storm of those phone calls and messages. And when we do that, we start conditioning ourselves to do it consistently.  Yet maybe the best thing you can do is pause, make that cup of tea, and strategically plan your approach.  This is often what I call the tactical retreat. Step back, pause, and look at what’s currently on your plate and your most important tasks for the day.  However, you will only be able to do that if you can move from being a firefighter to becoming a fire prevention officer.  Firefighters charge straight into every issue with only one intention: putting the fire out. Fire prevention officers: pause, look at the bigger picture, and seek ways to prevent the fires from starting in the first place.  In all companies, you need both types of people. You’re not going to prevent every crisis or urgent issue. Yet many can be prevented.  I gave one example in last week’s episode.  If you have ten equally urgent messages to reply to, you’re going to have to choose which one to respond to first.  If you don’t have a process or a strategy for handling that situation, you will panic. Panicking slows you down because the act of panicking creates a lot of activity, yet nothing happens to deal with the messages.  The strategy I suggested was to use the first-in-first-out approach. Deal with the oldest first. This way, even if the last message you received is from your angry boss, at least you won’t have to deal with eight angry customers as well.  And let’s be honest, if you were to give yourself fifteen minutes to deal with these messages, nobody would be waiting more than fifteen minutes for your response.  There is one trick you can use every day that will help you slow things down. That is to protect the first thirty minutes of the day to get a handle on the day.  Hopefully, you won’t have a crisis every day, but those first thirty minutes give you a chance to review your Teams messages, emails, and your plan for the day. You can also speak with your colleagues to see what’s happening and deal with anything urgent that popped up at the start of the day.  More often than not, you won’t need the full thirty minutes, but you have it protected, and on the days you don’t need it, you can make yourself that lovely cup of tea.  Another trick is to give yourself a proper screen break between work sessions.  Now, this will depend on the kind of work you do. If you were a graphic designer, an accountant or a journalist, a lot of your work would be spent sitting in front of a computer screen.  If you were to stop after ninety minutes, get up, and walk somewhere for ten minutes without a screen, that screen break would give you time to stop and think. That thinking might be what element you can add or remove from the design you are creating, or where to place a particular paragraph in the article you are currently writing.  Getting away from your screen allows your brain to relax. It’s when your brain is relaxed that you make better, more rational decisions.  Yet, when we are under deadline pressure, stepping away for ten minutes is often the last thing we feel we should do.  When you return, allow yourself 20 minutes to address any messages that may have come in while you were locked away doing focused work.  Sometimes I find it helpful to look at the messages before I take the ten-minute break. That way, I can think about the responses while I’m relaxed.  If you’ve found yourself reacting without thinking all the time, and from the moment you wake up, it feels like you’re go-go-go, that may be a sign you need to retrain your brain to slow down.  The best way to do this is to set aside 30 to 45 minutes each morning. This time must be focused on you. Not your partner or kids. It’s time dedicated to yourself.  You could write a journal or develop a slow, deliberate morning coffee ritual. Perhaps you could add some light stretching or go out for a morning walk.  As long as it’s focused on you and the things you enjoy doing, you’ll find that this morning routine helps to rewire your brain to slow down.  Now for an unusual one.  Avoid unnecessary conveniences.  Part of the Reason we all feel rushed today is the speed at which things can be done. We can order home-delivered food, have our laundry picked up and delivered clean and ironed, order our weekly supermarket shop online, and have it delivered straight to our door later that day or the next.  Convenient, yes. Good for us, no. I recently saw a video about why people in the UK began gaining weight alarmingly from around the late 1970s onwards.  Yes, there was a shift in our diet. In 1979, Marks and Spencer introduced their first ready meal. It was their famous chicken Kiev, and it sparked a revolution in how families cooked.  The M&S chicken Kiev was introduced at around the same time microwave ovens began taking off, and suddenly people were eating ready-made meals.  No more “real” cooking. Boiling vegetables, cooking meat, it was pre-packaged and additive-riddled food that could be cooked in less than ten minutes.  Then there were more and more convenient ways to travel. People stopped walking to the shops. People working in offices would walk the two metres to their car in the morning, drive to their office, park in the underground carpark, and walk the five metres to the lift (elevator) to arrive at their office, having walked no more than ten metres.  Then to spend the rest of the day sitting behind a desk.  All in the name of convenience.  Yet, this convenience is causing us to speed up.  Walking is one of the best ways for us to slow down. It’s one reason why studies show owning a dog can reduce stress and improve health. Dogs need walking. For me, walking Louis is one of my favourite times of the day. I get to think without a screen, get some fresh air and relax.  And given that Louis will stop and investigate every tree and lamp post, it’s a slow walk.  And the final tip is to plan your day before you finish the day.  In other words, give yourself ten to fifteen minutes before you close out the day to review your appointments for tomorrow, curate your task list for the day based on how much time you have between meetings, and allow for the unknowns—there are some.  Then pick your two must-do tasks, make sure they are highlighted and stop.  You cannot do everything in one day, but doing a little often moves things forward, and soon t

"The mind is like water. When it's turbulent, it's hard to see. When it's calm, everything becomes clear." — Kobe Bryant  Kobe Bryant was definitely onto something when he spoke those words. If you’re not in control of your commitments and have no idea what needs to be done next, you’re going to be stressed. And stress, like turbulent water, makes it hard to see where you should be spending your time.  Links: Email Me | Twitter | Facebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 395 Hello, and welcome to episode 395 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.  What’s the point of learning how to be more productive and to be better at managing our time? Are we not just shuffling work around—work that will need to be done at some point anyway? Well, yes and no.  Historically, people went to work, often in factories, where they performed repetitive manual labour. When their workday finished, they “downed tools”, clocked out and went home. As there were no TVs or smartphones, people often played cards or board games with their families, read books or went to the pub.  It was easy to leave work at work. It was easy to manage our time. There was personal time and work time, and the two did not mix.  Today, it’s very different. Most of you listening to this podcast will likely be working in what is commonly called “knowledge work’ jobs. You’re not hired for your muscles. You’re hired for your brain.  And this causes us a problem. Manual labour meant you did a hard day’s work, and when you went home, you could forget about work. In knowledge work, it’s not so easy to stop your brain from thinking about a work problem.  I remember when I worked in a law firm, I caught the bus home and often spent most of the journey thinking about an issue with a client and trying to figure out the simplest way to solve the problem. In the past, people would have looked forward to getting home to their families. When you’re mentally distracted in that way, it’s hard for you to switch off and enjoy that time with your family and friends.  Today, it also means there’s no barrier—except our own willpower—to sending an email or a Teams message at any time of the day or night.  In the past, the factory gates were locked, or someone else was doing your job on the night shift. It wasn’t possible to work beyond your regular working hours. Time management was much easier. Not so today. And that nicely leads us to this week’s question. And that means it’s time to hand you over to the Mystery Podcast Voice. This week’s question comes from Michael. Michael asks, Hi Carl, I’ve spent years struggling with time management, and it’s got to the point where I think there’s no point. As hard as I try, there’s always something that needs to be done, and I never get a chance to finish anything and end up with everything being urgent. Is there any point to all this time management and productivity stuff?   Hi Michael, thank you for your question.  In many respects, you might be right that managing time, or at least trying to, is a waste of time. (I think there might be a pun there)  As I alluded to, with knowledge work and the explosion of communication tools over the last few years, things that could have waited a day or two now seem to have to be dealt with immediately.  It’s not that the task is suddenly urgent; it’s a combination of people’s expectations and the delivery system.  The problem here is that no matter how fast the delivery system becomes—or other people’s expectations— we are human. We can still only do one thing at a time. That is not going to change in our lifetime.  And that’s where to start—understanding that you, as an individual, can only work on one thing at a time.  In other words, if you have ten equally urgent messages to reply to, you’re going to have to choose which one to respond to first.  Now, you could come up with a complex, convoluted system for deciding which message to respond to first, or you could adopt a more straightforward first-in-first-out approach. Start with the oldest and work your way through your list of messages.  What are we talking about here—perhaps a ten-minute delay for you to get to a particular message? Does ten minutes really matter? You’re not trying to save someone’s life in an emergency room, are you?  Messages are often more time-sensitive than emails, and I find that responding to them between work sessions works best.  For instance, if you were to protect 9:30 to 11:30 am for focused work. That’s two hours where you are technically not available. Once you finish that session, check your messages and respond to any that require a response.  When I set these barriers of doing undisturbed, focused work for two hours a day, I used to panic every time my phone dinged. I felt I had to respond immediately. Of course, that was not true. It never was, and it’s still not true for any of us today.  It took a few weeks to wean myself off panicking every time a message came in, but the results were fantastic. My productivity went through the roof, leading to fewer urgent tasks.  Our brains are not good at handling interruptions to the flow of work. I’ve seen studies showing that even a minor interruption can take you up to 18 minutes to refocus and get back to where you were before.  Think about that for a moment. Even if you were taking ten minutes to refocus and getting an average of six interruptions per day, you’ve lost an hour. Or to put it into a better perspective, that’s 12 ½ per cent of your work day gone. Wasted. By responding to messages between work sessions, you avoid losing focus and get more work done in less time.  And it’s there that you will find fewer urgent tasks to do. Because you are getting more done in less time, you will be able to stay on top of projects and other work without getting too close to the deadline.  Another area that can make us feel that managing our time is a waste of time is focusing on the number of tasks rather than the time we have available. Again, this is linked to the fragility of being human. We are affected by how much sleep we get, our mood, and our diet.  Have a bad night’s sleep, then a fight with your kids over the breakfast table and a sugary doughnut as a midmorning snack, and you’re not going to get a lot of work done.  You have a sleep debt, you’re worked up by the argument, and that doughnut is going to give you a massive energy crash.  This is why estimating how long a task will take is challenging.  I’ve been writing a 1,000-word blog post every week for around ten years now. You’d think I would be able to estimate reasonably accurately how long writing 1,000 words would take after writing over 500 blog posts. Ha! No chance. Some days I can write the first draft in forty-five minutes, other days it can take me two hours.  The biggest effect on how long it will take me is sleep. If I get my seven hours, I know it’ll take me less than an hour. Less than six hours, and I’m struggling to do it in two hours.  A better approach is to allocate time for doing groups of linked tasks. For example, group all your actionable emails and set aside 40 to 60 minutes at the end of the day to deal with them.  This way, it doesn’t matter how many emails you have to act on; you do as many as you can in the time you have.  If you’re doing this every day, you’ll soon find you have no email backlogs. What amazes me is the people who try this for a few days and give up because their huge backlog of actionable emails is not getting significantly smaller. Well, of course not. If you’re starting with six hundred actionable emails, it’s going to take you a long time to get that under control.  What you could do is set aside a one-off period to get that backlog under control first. Then set a time each day to keep it under control.  Or make sure you have a “net-gain” with your responses. For instance, if you get 20 actionable emails in a day, respond to at least 21. That’s a net gain. If you do that consistently over a few weeks, your backlog of actionable emails will reduce significantly.  You’re not going to lose the holiday weight you gained in a few days. It might have only taken you a few days to gain that weight, but it’s going to take you a few weeks, if not months, to lose it. (Life’s tough, isn’t it?)  Most of the reasons why so many people quit making necessary changes, whether in their work or personal life, are linked to the initial difficulty of change.  All change is difficult at first. You’re changing. But soon that change becomes your norm, and then it becomes easy. It becomes “just what you do”.  There’s a time and place for the things you want to or must do. This is where your calendar comes into play.  Scheduling time for play, rest and exercise is just as important as scheduling meetings with your clients or boss. Trouble is, we don’t do that. We prioritise work over other essential things in our lives.  As Jim Rohn said, “When you work, work. When you play, play. Don't mix the two” Ask yourself, where’s your boundary? If you don’t have one, you’re not managing time; you’re allowing time to manage you.  There are many ways you can take control of your calendar.  You could, for example, limit the number of hours you spend in meetings each week. If you work a typical 40-hour week, you could set the maximum time you spend in meetings at 15 hours. That will leave you with 25 hours dedicated to doing your work

Back in October, I gave you the five questions to ask yourself before 2026. In this special follow-up episode, I share with you what you can do with the list you have been building over the last two months.  Links: Email Me | Twitter | Facebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 394 Hello, and welcome to episode 394 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.  Hopefully, you’ve started creating a list of things you want to change and or do in 2026. If not, it’s not too late.  If you missed that episode, the five questions are: What would you like to change about yourself? This question is focused on you, your habits—good and bad. What would you like to change about your lifestyle? This is about how you live, the material things, if you like, such as your home, car and other possessions that improve your lifestyle. What would you like to change about the way you work? The professional question. Perhaps you want to learn more about AI, or change jobs and work from home, or maybe go back to working in an office. What can you do to challenge yourself? What could you do that frightens you slightly? This question is designed to help you move out of your comfort zone.  What goals could you set for next year? Realistically, what could you accomplish next year that has alluded you?  The idea behind this exercise is to give you time to think a little deeper and discover where you are happy and where you feel things need to change.  Now, one thing you will find helpful is to go back to your Areas of Focus. There, you have your definitions of what family and relationships, health and fitness, career, lifestyle, self-development and others mean to you. Often, you will find that by reviewing these eight areas, you will find something you have neglected over the previous twelve months.  As I’ve been helping my coaching clients with this exercise, it’s surprising how many of them have discovered neglected areas. This is quite natural, given that once the year begins, we can easily get caught up in the day-to-day crises. Then we drift away from our good intentions.  In a perfect world, you would give yourself two months to reflect on these questions. To explore options and talk with your family. But don’t worry if you have not started yet. There’s still time to develop your thoughts and ideas. Now, some people have asked me where best to capture these ideas. Over the last two years, I’ve written these questions out in the back of my planning book. This book is always on or near my desk, and I have captured a lot more ideas this way than I ever did digitally.  So, my advice to you is: if you have not started this exercise, grab yourself a notebook, write the five questions as headings, and over the next few weeks, allow yourself to think about them and write down your ideas. Right now, it’s less about what you write out and more about just getting everything written. And there’s a very good reason for this.  If you do this exercise over a few weeks, what you will discover is that a theme will develop. Let me explain. Last year, I failed at getting back to fitness. During 2023, I reduced my exercise time to focus on writing Your Time Your Way. I also wasn’t very careful about what I ate, and as a consequence, my weight ballooned.  Last year was supposed to be the year I got back into shape, and I failed miserably.  So, last year, as I went through these questions and captured ideas, I soon found that health and fitness were common themes. This meant when I began 2025, my focus was to get back into shape and not repeat the mistakes I made in 2024.  And it worked. I went from touching 88 kilograms (around 195 pounds) in January to where I wanted it to be—80 kilograms (around 176 pounds) by the middle of July.  To do that, I needed to change a few habits. Moving more and locking in a consistent exercise time were the obvious ones, but I also looked at my diet and removed all processed foods, replacing them with natural foods—real vegetables, fruit, and fresh meat.  Given that around Christmas and the end of the year are quiet times for me, I reviewed my calendar and moved a few things around to accommodate my new routine.  Another example, I remember two years ago, a client of mine was struggling to grow her side business. It was causing her a lot of frustration.  One idea she wrote down was to work harder on her business in the evenings, but every time she looked at that, she felt that was unrealistic, given that she had two sons, one aged three and the other five.  As we were talking about this, I asked her if she’d spoken with her husband about him possibly taking responsibility for the kids a few nights a week so she could “disappear” and work in her business.  She hadn’t. So her “homework” that week was to discuss with her husband. The result was fantastic. He agreed to take full responsibility for the boys Monday through Friday, leaving her undisturbed time in the evening to work on her business.  Within six months, she was able to give up her full-time job and work solely on her own business. That reduced the need for her to work on her business in the evenings, and she returned to what many would describe as a normal work/life balance.  Yet none of this would have happened had she not spent some time thinking about the five questions. She would have carried on as before and become increasingly frustrated.  The theme she discovered was that she desperately wanted her side business to succeed, but to do so, she needed to spend more time on it. Time she thought she did not have.  As I’ve been going through my questions this year, I’ve seen a theme emerge: Less but better. Now I have a history with this quote from Dieter Rams, the celebrated industrial designer behind the German company Braun. He’s been one of my design heroes for many years, and his Ten Principles of Good Design philosophy is ingrained in my thinking about everything I produce. Less but better bleeds into every area of my life, not just my professional life. For example, I have added to do a big clothes throw-out at the end of the year, leaving myself only with quality clothing made entirely of natural fibres—cotton, leather and wool.  These clothes and shoes are often more expensive than their man-made fibre equivalents, but they are also generally of a higher quality and last considerably longer.  So own fewer clothes, boots, and shoes, but better-quality items.  On a professional front, we’ve all heard a lot about how AI may, or may not, change the way we work. There’s a lot of hype around at the moment, and it’s not easy to see what’s realistic and what is fantasy.  However, what’s real is that AI is here and not going away. So, what could you do to keep up to date on what AI can do?  Maybe you could take a course, read a book, or do some self-learning beyond using ChatGPT or Claude to answer questions you used to ask Google.  Now, this may overlap with your self-development focus. It’s certainly a fascinating topic to learn, and in doing so, you may find that you can save yourself a lot of time by creating a process that AI does automatically for you.  The reason many people struggle to find what they really want is that life gets in the way. Family and professional demands pull our attention all over the place, and when we do stop, we’re exhausted and just want to flop into the easy chair, open our phones, and scroll through social media or the news.  One or two days like that is no problem, but it can rapidly become a habit, and we drift far from where we want to be.  Having a plan or a goal for the year gives you a roadmap for when you do become distracted and perhaps a little lost. You can use your weekly planning sessions to review your year-long plan, or, if you’re doing well, review it every 3 to 6 months.  If you’ve been working on this since October, now’s the time to begin filtering down your list. If you’ve found a theme or a few connected ideas, these will likely be the ones you highlight as potential goals to set.  This brainstorming exercise will generate many ideas, which will be too many to accomplish in 12 months. What you want to be doing now is looking for the ones that excite you and, more importantly, are realistic goals for the next 12 months.  Remember, you don’t have to do all of what you wrote. You can keep this list in your digital notes by scanning your notebook pages into a note titled “Annual Planning 2025.” Then next October, you can come back to the list to see if you can move anything onto your 2027 list.  Over time, you create an extraordinary archive of ideas you’ve had over the years, and you will see how much you are accomplishing—you really are.  While I haven’t filtered down my list yet, I’m already excited about 2026. It’s going to be focused on less but with a lot more quality.  You will make decisions, experience setbacks and failures, and face frustrations, but by the end of 2026, I know you will be further ahead than you are today. And that’s what it’s all about.  Now go on and break open that notebook and ask yourself the five questions: What do you want to change about yourself? What do you want to change about your lifestyle? What would you like to change about the way you work? What can you do to challenge yourself? What goals could you set for next year? Good luck, and thank you for listening. It just remains for me now to wish you all a very product

“Motivation is what gets you started. Habit is what keeps you going."  That’s a quote from one of my favourite people, and a friend of this podcast, Jim Rohn.  Listening to one of his lectures—for that is what they were—in 2017 changed my life, and I hope this episode will change yours. Let’s get started.  Links: Email Me | Twitter | Facebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 393 Hello, and welcome to episode 393 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.  Discipline is unsustainable. You probably have discovered that. Yet there are many people we look at and see someone living what many would describe as a disciplined life. So how do they do it?  Well, I can promise you it’s not discipline. Discipline is like a rocket used when launching a spacecraft—it’s required initially to get the spacecraft off the ground, but once in orbit, the rocket can be discarded. Then the balance between forward velocity and the Earth’s gravitational pull maintains the spacecraft in orbit.  And that’s how these outwardly “disciplined” people do it. They decide what it is they want to accomplish—healthy eating, regular exercise, journal writing, daily and weekly planning, etc. And then they “launch”.  A lot of effort and focus is required initially, but after a few weeks, their forward velocity—or the habit—takes over and it becomes something they just do.  And you can do the same. And this week’s question is about how to go from an idea to turning that idea into something you will “just do”.  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 Anna. Anna asks, Hi Carl, for the last three or four years, I have done your Annual Planning exercise. And each year, I fail to accomplish the things I set out to do. I feel I don’t have the discipline to keep my commitments. There’s always something else that gets in the way. How do you help people start to live a more disciplined life?  Hi Anna, thank you for your question.  As I alluded to a moment ago, it’s not really about discipline. That’s a fuel that will run out eventually. Sure, it can get you started, but if you don’t develop the habit or routine over a few weeks, the consistency you want will slip away, and you’re back at square one.  The problem with discipline—and, for that matter, motivation—is that they rely on the human condition. For discipline, you need willpower. Willpower diminishes throughout the day.  You start with strong willpower, and as the day goes on, that power slowly wears down. But it is also dependent on how much sleep you got, whether you are in a good or bad mood, whether you are stressed or anxious, and the people around you.  You may have heard the advice to ditch your “toxic friends”. They are the ones who keep pulling you down to their level. If someone were attempting to give up smoking, the advice given is to stay away from their smoking friends.  If you surround yourself with people who hate exercise and you decide, for example, you want to take up the “from couch to 5K” programme, you’re not going to find a lot of support from the people you surround yourself with. They have become what is known as “toxic friends”.  Instead of thinking you need discipline to achieve the things you want to achieve, look at what you can do to make achieving your goals easier. Imagine you decided you wanted to read more books. Many people will set the goal to read a certain number of pages or chapters each day. This method requires immense discipline to maintain consistency.  You see, people often set these goals when they are rested, unstressed, and motivated. What you need to think about is what a realistic target would be if you were tired, unmotivated, and just wanted to curl up and scroll through your phone.  A better approach would be to set a time target. For example, one of my clients wanted to finish reading the pile of books in his home office this year. He had around thirty-five books he’d bought, and they were real books, not ebooks.  I suggested to him that he set a target of reading for 20 minutes every evening before going to bed. This, he felt, was realistic on days he was tired out.  Speaking to him last week, he said he had discovered that on most days he read for well over 45 minutes, and on some days he read for over an hour.  Over the course of 2025, he’s only missed two days—and those days were when he was at home, but was away on a business trip.  He finished reading the books by the end of August. He’s now buying books again and is confident he’ll stay on top of them.  What happened here was that my client set a realistic goal based on the worst-case scenario rather than the best-case scenario. On most days, he exceeded his set minimum, which meant he finished his goal well before the deadline.  Another factor in his success here was the set time in the evening before going to bed. That gave him an anchor point.  This is why I recommend that people who wish to write a journal do it in the morning rather than in the evening. You have more control over the morning than you do the evening. And it’s a great way to begin your day with a nice cup of tea or coffee, and a place to write down your thoughts and feelings before the day gets going.  You can add to your journal in the evening if you wish, but if you want to be consistent in writing, you will find that starting your day with your journal will help you write every day.  I remember back in July when we went to Ireland to see my parents. There were my wife and my parents-in-law, and we stayed at my wife’s aunt’s house the night before, since she lived close to the airport and our flight was early the next morning. Waking up at 4 am with everyone running around, making sure they had everything, didn’t feel appropriate for me to write my journal at that point. So I skipped it. However, by the time we got to the airport, went through security, and settled in to wait for our flight, I felt this urge to write. So, I found a small coffee shop, got a coffee and sat down to write.  The sense of relief I felt after writing my journal left me relaxed and ready for the long travels ahead.  There was no need for discipline or motivation. It had become something I do every morning, and when I don’t, something feels wrong.  And that’s what you are trying to do. Turning whatever it is you want to do consistently into your way of life.  This is why brushing your teeth when you wake up and before you go to bed is automatic. You learn to do it when you are young, and after a lot of nagging from your parents, it soon becomes automatic. The thought of going out in the morning without brushing your teeth probably leaves you horrified.  But if you stop and think about it, brushing your teeth in the morning is inconvenient. There’s a lot to do: get the kids ready for school, prepare their breakfast and get yourself ready. Three or four minutes in the bathroom, moving your arm from left to right… Argh! But you do it.  You don’t need motivation or discipline. You just do it. It’s a part of your life.  I was talking with a running friend of mine recently who wakes up at 6:00 am every morning, rain or shine, and goes out for his morning run at 6:30. I asked him if he ever considered staying in bed when the wind was howling outside and the rain was pouring down. He shuddered. The very thought of not going out for his morning run shocked him.  He doesn’t need discipline or motivation to get up and go for a run. His problem would be if the doctor told him to stay in bed for a few days. Then he’s really struggling because staying in bed is not his lifestyle.  All those people you look at and think, “Gosh, they are disciplined” —they never think they are. To them, whatever they do is just a part of their life.  I’m lucky because I have a dog. Dogs need exercise. They love walking. And Louis is no exception. It’s one of the highlights of his day. This means I need to find an hour each day to go for a walk with him. Yet, I don’t need any discipline to take him for his walk. It’s just something I do each day.  Similarly, at 4:30 pm, I do my exercise. 4:30 pm triggers the start of my evening routine. I exercise for an hour, take a shower, then go downstairs and cook dinner. I do this six days a week, with Saturday being the exception.  It never occurs to me not to go upstairs and exercise. If I’m not feeling great, I’ll do a lighter session; sometimes I may only do some stretching. But at 4:30, I know it’s time to stop work and exercise. It’s just what I do. It’s a part of my everyday routine.  Now, one more thing, Anna. A mistake many people make is trying to do too many things at once. When you do this, you are diluting yourself too much.  Remember, to accomplish anything, you will need some discipline and focus to begin with. You’re trying to do something that is not a part of your regular life, and it will feel uncomfortable at first.  I mentioned focus there because this is when you may need your calendar or task manager to nudge you for a few weeks—reminding you that you have something to do.  It’s easier to focus on one thing at a time. A trick I started using—and found very effective—was to divide the year into quarters and start one new thing each quarter. This gave me three months to develop the necessary habits to turn whatever it was I wanted to change into a solid habit.  There’s no r

  “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.  Links: Email Me | Twitter | Facebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page 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

"Prioritise what matters. You can't be everywhere, do everything, and have everything!" That’s a quote from Oprah Winfrey, and it captures the essence of this week’s question.  You can subscribe to this podcast on:  Podbean | Apple Podcasts | Stitcher | Spotify | TUNEIN Links: Email Me | Twitter | Facebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 391 Hello, and welcome to episode 391 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.  You arrive at your desk, open up your Teams messages or email, and your screen fills with line after line of unread (and read) messages. One message grabs your attention, it’s from your boss and you feel compelled to open it.  And from that one action, your whole day is destroyed.  And while I am sure that message from your boss was important and potentially urgent, but did it really warrant destroying your day?  That scenario is happening every day to millions of people, and it makes deciding what your priorities are for the day practically impossible.  So, what can you do to ensure you are acting on your priorities and not being distracted by what appears to be both urgent and important? Giving some reflection, putting aside that so-called urgent message might actually be the best thing you can do.  So, with that said, let me read out this week’s question (The Mystery Podcast Voice is on holiday this week).  This week’s question comes from Michael. Michael asks, hi Carl, I really struggle to decide what I should be working on each day. My work is very dynamic; a lot can be thrown at me each day, and whenever I plan my week or day, none of it ever gets done. What’s the best way to prioritise?  Hi Michael, thank you for your question. In many ways, what you describe is what I see as the curse of the modern world. The incredible advances in technology have enabled us to do seemingly impossible things, yet they have also sped everything up.  I remember just twenty-three years ago when I worked in a Law office in the UK, and if we received a letter (remember them?) from another lawyer, we effectively had around twenty-four hours to compose our response—even if what was being asked was urgent.  We relied on the postal service, and no matter how fast we responded to that letter, it would not leave our office until 4:00 pm at the earliest on that day.  And if we missed the 4:00 pm deadline, tough. It would have to wait until 4:00 pm the next day—which incidentally gave us a wonderful excuse for anything arriving late.  The expectations from the “other side”, as we called them, were that they would receive the reply two days later.  Today, just twenty-three years later, those two days seem to have fallen to just two minutes. What went wrong?  The problem is that no matter how well planned our days and weeks may be, owing to others’ expectations, we are “expected” to respond within hours, sometimes minutes, not days. This has blurred the line between what we know is important and what is simply urgent noise.  This is why it’s more critical today to be absolutely clear about what is important to you. And I emphasise the words “to you”.  What’s important to you is not necessarily important to another person. When someone requires you to do something for them urgently, it’s urgent to them, not necessarily to you.  You may have twenty similar urgent requests waiting for you. You are expected to decide what is the most urgent. That’s an almost impossible decision to make—if you don’t know what’s important to you. So, the important place to start, Michael, is to establish your areas of focus. These are the things that are important to you, and they are based on eight areas: Family and relationships Health and fitness Finances Career and business Lifestyle and life experiences Self development Spirituality And your life’s purpose.  The first step is to define what each one means to you and then pull out what action steps you need to take to keep everything in balance.  These are the higher-level priorities in your life.  There’s a little more to it than that, and if you want to learn more about developing your areas of focus, you can download my free Areas of Focus Workbook from my website; the link is in the show notes.  Next, what is your core work? This is the work you are employed to do.  Now, most people can describe their jobs. For example, I’m an architect, a doctor, a nurse, a bricklayer, a teacher, or a TV presenter. Yet, there’s another step here. What does doing what you do look like at a task level?  I know what architects do—they design buildings—but I don’t know what they do at a task level.  I’ve seen building blueprints, so I guess they create those, but I don’t know how they do that. Is it with a pencil and a ruler, or is it done on a computer?  Those tasks that you identify as being critical to the work you are employed to do will always form your priorities each day when at work.  After all, if you are not doing the work you were hired to do, you’re not likely to be in your job for very long.  Now this makes your life a little easier. Once you know what you need to do each day, or week, for your job, you will also be able to make a reasonably accurate estimate how long each of those tasks will take you.  This will tell you how much time you need to perform your work each week.  Now, you can only work with averages here. There are some external factors that could throw off your timings. Things such as poor sleep or a crisis at work.  Yet, on the whole, you’ll find you manage to get all the essential work done each week.  Now the clever part is to protect time for doing your most important work.  I’ve found that if you can dedicate two hours each morning to your critical work for the day, you will be on top by the end of the week.  From a professional perspective, if you are writing off two hours a day for doing your most important work, that still leaves you with around six hours to deal with anything else.  I grew up on a farm. It was an arable farm with some animals. Each harvest time, when it was time to combine the corn fields, my father would never entertain the thought of meeting with the bank manager, tax inspector or representatives from the seed company.  And to make things more complicated, my father farmed in the UK, which has notoriously unpredictable weather. When the corn was ready and the weather was dry, it was out! Out! Out!  I remember my mother frequently calling dentists, doctors, the bank, and anyone else my father was scheduled to see to cancel appointments.  Harvesting the crops was core work. Nothing got in the way of bringing the barley and wheat in.  And that’s the approach you need to have with your core work. No matter who requests your time, when it’s time to get on with your core work, it’s no. No, No. Come back in an hour and I’ll be able to help you.  Now, I began by telling you to establish your areas of focus. Because these are the higher-level areas of your life, it’s important to adopt the same approach to protecting time for the things that matter. For example, I have many clients who prioritise being home in time for dinner with their spouse or partner and kids. This means if the family sits down for dinner at seven and it takes thirty minutes to get home, then no matter what, you leave the office at 6:00 to 6:15 pm.  It’s a non-negotiable. The good thing about this kind of constraint is that it invokes Parkinson’s Law, that is where the work will fill up the time available.  If I have thirty minutes to finish writing this script, I’m certain I will do it. Similarly, if I had ninety minutes it would take me precisely ninety minutes. It’s a weird law that works.  The sense of time pressure focuses your brain to filter out what would usually distracts you.  When it comes to priorities, knowing what is most important to you makes deciding what to work on first much easier.  Now, imagine you had ten pieces of work to complete, all equally important, urgent, and connected to your core work. How would you decide? Well, your only option is to follow the principle of first in, first out. Begin with the oldest one and work from there.  Incidentally, I suggest you do the same with your actionable email. Begin by replying to the oldest first. In Outlook and Apple Mail, you can reverse the order of messages in each folder. By default, these will show you the newest at the top. Change that to show you the oldest first.  That might be a little uncomfortable at first because it will remind you how far behind you are with your email. But stick with it. You will soon find that your response times to emails speed up without any extra effort.  Another level you may wish to add here is to create some “if this… Then that” rules.  For example, if there are certain people whom you know you must respond to immediately, then apply a rule. “If I get a request from X, then I will prioritise that request” However, be careful with that one. It’s easy to take the easy way out and add bosses, supervisors and pretty much anyone to this list.  For me, there are only two people: my wife and my mother, I would do that for. That’s because my Family and relationships are the most important area for me. (And because my father doesn’t have a phone, hahaha)  At a work level, I will prioritise anything related to money or lost passwords. I know how concerned people are about money—they bought the wrong course, or a refund needs processi

"Those are my principles, and if you don't like them... well, I have others." That’s a famous quote from Groucho Marx and encapsulates perfectly what this episode is about You can subscribe to this podcast on:  Podbean | Apple Podcasts | Stitcher | Spotify | TUNEIN Links: Email Me | Twitter | Facebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 390 Hello, and welcome to episode 390 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.  I’ve been coaching people one-on-one for seven years, and in that time, I picked up some ideas that, when adopted by clients, almost always guarantee they will transform their time management and productivity.  None of these ideas is revolutionary, which isn’t surprising since people have long struggled with time management and productivity issues.  Our attitude to time and the expectations of others has changed, but the amount of time we have hasn’t.  Technology, rather than helping us to do more in less time, has elevated the amount we are expected to do.  Fifty years ago, we might have received thirty letters; today, technology has elevated the number of digital letters and messages we receive into the hundreds. And while we may be quicker at responding, we’re not realistically able to respond to hundreds of emails and messages each day and still produce work.  (Even though I know a number of you are trying) It goes back to what I wrote and spoke about two or three years ago, fashions may change, but the principles don’t.  AI and ChatGPT are all the rage today. If you’ve gone down that rabbit hole, you will have been blown away by what it can do. It’s incredible.  Yet what is it doing? It is making some parts of our work faster. Yet, most people still don’t have enough time to do all their work. What’s happening?  Well, telling everyone that you can now produce a sales review presentation in less than twenty minutes with the help of ChatGPT means you are now expected to create more presentations.  That sales review presentation may have taken you two days before, but now, if you can do it in twenty minutes, boom! Your boss can give you more work to do!  So what are the traits, best practices and ideas that do work that the people who have seen a massive increase in their time management and productivity follow?  Well, that’s the subject of this week’s question. And that means it’s time for me to hand you over to the Mystery Podcast Voice for this week’s question. This week’s question comes from Lauren. Lauren asks, “Hi Carl, I know you have been coaching people for a long time, and I am curious to know what the most productive people you meet do that is different from those less successful at it.”  Hi Lauren, thank you for your question.  As I eluded to, the most productive people I’ve coached follow principles, not fashions, and are ruthless with their time allocation.  Those principles are to collect everything, process what you gathered, eliminate unnecessary things, and allocate time for doing what’s left.  But it goes a little deeper than that.  First, you need to know what is important to you. That relates to your Areas of Focus. Those are the eight areas of life we all share but will define and prioritise differently.  Things like, your family and relationships, career, finances, health and fitness and self-development.  Knowing what these mean to you and what priority they are in your life goes a long way to helping you to build productive days.  Almost every client of mine that has significantly improved their time management have gone through the Areas of Focus exercise and defined each one.  The second part to this is to be clear about what your core work is. This is the work you are employed to do.  What I found interesting is that my YouTube Short video with the fewest views is the one asking the question: What are you employed to do?”  That doesn’t surprise me. Going through and defining your Areas of Focus and core work is not sexy. Quick fixes, new tools and apps are the sexy things, yet none of those will ever help you regain control of your time.  Sure, they are fun, exciting and interesting to explore. But they are distractions that will never help you be better at managing your time.  (I learned that one the hard way. I used to waste so much time each week playing with new apps, programmes and tools)  Speaking of tools, I have noticed that the most productive people use simple tools. Often it’s Microsoft ToDo or Apple’s Reminders. Quite a few use Todoist, but I suspect that’s because I have done nearly four hundred videos on Todoist and many of my clients found me through YouTube.  People who struggle the most are using project management tools like ClickUp or Monday.com. Those types of tools require far too much maintenance to keep them up-to-date and that takes time away from you doing the work you are organising.  It’s as the old saying goes, you’re trying to crack a nut by using a sledge hammer.  But, the stand out change that people make that has the biggest impact on their time management and overall productivity is they get ruthless with their time allocation.  And I mean ruthless.  For example, one long term client, now a senior executive in his company, will not allow any meetings on a Monday morning or a Friday afternoon. Those times are blocked on his calendar.  He uses that time for doing his most important work for that week.  Three hours Monday morning and three hours Friday afternoon. That’s six hours he knows will not be interrupted and so he can confidently allocate work to those times. I remember when we first started. He was all over the place. He had meetings lined up Monday through Friday and couldn’t even find a hour to quietly get on with his work.  His default answer to any request was “yes” and it was destroying him.  Now, not only does he have greater respect for his own time, his colleagues also do. Nobody even bothers to ask for a meeting on a Monday morning or Friday afternoon because they know he will say no.  The key here is to get control of your calendar. (Another principle). If you’re not in control there, it doesn’t matter what you do elsewhere because you’ve lost control in the one area that determines what you do and when.  Everyone will be different here.  I have one client who’s a surgeon and a professor. She has to divide her time between the operating room and the classroom.  Her surgery hours are fixed. So, she knows she will be in the operating room on a Tuesday and Thursday. Her teaching hours vary according to each semester, but once the academic year begins, her lecture times are fixed.  These times are locked into her calendar. But she goes further. She knows that she will have to meet with patients and students. So, Wednesdays are dedicated for patients. She will visit the patients she will be operating on the next day and deal with any out-patient clinics on a Wednesday.  So three days a week are dedicated to her role as a surgeon.  She will do her academic work on Mondays and Fridays. Most of her lectures are in the mornings, and she will stay in her office in the afternoons so she’s available for students if they need her.  What she has done is to become ruthless with how she allocates her time each week. Her calendar is sacred territory.  She does open Saturday mornings during exam times so students can access her if needed, and she can do any outstanding admin work in between.  What got her back in control was taking back control of her calendar and saying “no” to requests that did not fit in with her priorities.  And this is where it’s hard for most people. Getting control of their calendar. The easy part is organising and reorganising your task manager. Really all you are doing there is moving things around.  When it comes to getting control of your calendar you have to interact with other people and that means in some instances you will need to say No.  And there human nature will challenge us. We’re wired to “please people”. So saying “no, I cannot meet with you” is tough. It’s easier to find an excuse why you are different to everyone else.  Yet, you don’t have to say no. You can use services such as Calendly, that lets you pick times you will be available for meetings and all you need do is share your unique link with people requesting a meeting with you. They can then choose a time that works for them without all the hassle of trying to find a time.  Technology has conditioned us to become comfortable with automated systems. There’s little to no pushback these days. In fact I’d go as far as to say that people much prefer to choose their appointment time from an online booking service.  Another long-time client of mine is a financial advisor. He adopted Calendly for his clients to use to book a call with him.  He was expecting a lot of pushback from his clients. Instead he got a lot of compliments. They loved it. They could book a time to talk with him from the comfort of their own sofa late at night without having to call or message him during “office hours”. Now, whenever he gets a message or email requesting a meeting, he sends them the link to his booking service.  This means he’s in complete control of his time. He can open or close meeting time slots during his weekly planning sessions, and he knows when he will be meeting clients so he can be better prepared for the meeting.  And speaking of weekly planning. This is possibly the number one idea that brin

Hyrum Smith, the creator of the Franklin planner, once said: "When your daily activities are in concert with your highest priorities, you have a credible claim to inner peace."  And that nicely begins this week’s episode: what I’ve learned from my time with the Franklin Planner over the last twelve months.  You can subscribe to this podcast on:  Podbean | Apple Podcasts | Stitcher | Spotify | TUNEIN Links: Email Me | Twitter | Facebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 389 Hello, and welcome to episode 389 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.  Between October and the end of December, I like to experiment with different time management and productivity tools to see what I can learn and discover about managing my work. Last year, I chose the Franklin Planner. That has been a revelation. It allowed me to revisit how I managed my time and work while working in a high-pressure work environment with rapidly changing priorities and a constant supply of crises each day.  In this week’s episode, I want to share what I learned from the experiment with the Franklin Planner and how it has changed how I manage my work and time.  I was first introduced to the Franklin Planner back in 1992. My former boss, Andrew, inspired me to start using it. At that time, I also read Hyrum Smith’s Ten Natural Laws of Time and Life Management, which was a book written to introduce the planner.A From 1992 to 2009, I religiously used the Franklin Planner to manage not just my work, but my life.  I remember writing in my planner the first time I had the idea of coming to Korea, and then turning it into a project in the back of the planner. All my fears, concerns and excitements were written in there. Twenty-three years later, I still look back on that decision to come to Korea as being the best decision I’ve ever made.  For those unfamiliar with the Franklin Planner, let’s start with the idea behind it.  When you first receive your Franklin Planner, you are encouraged to write out your “governing values”. These are the things that are important to you—values such as honesty, integrity, how you treat others and your family.  From these, you can determine your performance against what is important to you and set goals based on that. This is where I got the inspiration for my areas of focus. We all share eight areas of life, which we define and prioritise differently.  These eight are: family and relationships, Career or business, health and fitness, self-development, finances, lifestyle and life experiences, spirituality and life’s purpose.  It’s these governing values that become the foundations of your system with the Franklin Planner.  Once you have established your governing values, you can begin using the daily pages. On the left, you have a prioritised task list. Next to that, you have your schedule for the day, and on the right-hand page, you have a space to collect notes.  What became immediately obvious to me when I been using the Franklin Planner, was the way it forced me to stop and think.  The act of handwriting what I decided were my most important tasks for the day slowed me down and got me thinking about what was genuinely important.  With digital systems, it’s all too easy to add random dates to a task, hoping that by some miracle you will find the time to do it. And I know some of you add random dates because you’re afraid of forgetting about the task, even though the task does not need to be done on the date you assigned it.  With the Franklin Planner, you stop doing that. You become more intentional about what you will do each day, which ensures that you are focused on the important tasks.  What I noticed was that I became much better at prioritising.  It becomes annoying to rewrite a task day after day because you didn’t do it. So you either delete it or you do it.  With digital systems, it’s easy to give up and move the task to another random day. And when that day comes, you don’t do it again, so push it off again and again.  The other related lesson from the Franklin Planner was that you become hyper-aware of what you can realistically do each day.  Because you write out your appointments for the day first, you can see, in plain sight, just how much time you have for doing tasks.  If you’ve got seven hours of meetings, a concert to go to, and you want to fit in a thirty-minute exercise session, you will instantly see that you won’t have much time to do tasks.  With digital systems, all your tasks are hidden and given that most people don’t manage their calendars particularly well and have multiple events in the same time slot, it’s difficult to see where the important events and tasks are. Not so with the Franklin Planner. You won’t be able to over-schedule yourself. Writing out your commitments each day ensures you don’t overcommit.  I did discover some redundancies with the Planner, though. One of which was the monthly calendar tabs in your planner.  The digital calendar is superb. If an appointment is rescheduled, it’s easy to drag and drop it to the new date and time. In the Franklin Planner, you would need to Tippex or cross out the appointment and rewrite it on the new date.  Although if you want to retain complete control over your calendar, the Franklin Planner would be a better option. Nobody would be able to add an appointment to your calendar, and you would have to go through you first to schedule anything with you.  I did find a useful way to use the monthly calendar tabs, though. Each month, I write out my goals and the projects I expect to complete that month. This has been very useful when doing my weekly planning, as it gives me a central place free from the distractions of other goals and projects.  A great way to stay focused on what you have decided is important in that month.  Another feature of the Franklin Planner is the way you reference information you collect. When you write a note in the daily notes area, each note is assigned a number.  For example, the first note you write is given the number 1, and the next is number 2. This then gives you a simple way to retrieve information you may have written. At the beginning of each monthly tab, you have a sheet called the “Index”. If you want to find the note you made, all you need to do is write the date you wrote the note and its number. For example, 19-10/1 would refer to the first note you made on the 19th October.  It’s a wonderful retrieval system and one I found very useful when planning the month or the week.  But the biggest takeaway for me was the way the Franklin Planner slowed me down and got me to think about how I was using my time. Planning the day by writing out my appointments first to see how much time I had left after them to do my tasks forced me to get realistic about what I could do that day.  For example, yesterday, I took my mother to the airport. The airport is about a four-hour drive each way. This meant I was away for at least eight hours, and I could see that on my calendar for the day. It meant I had very little time to do tasks, which I could see when I did my daily planning the evening before.  It really focused me on getting the critical work done before we set off because traffic conditions are unpredictable, and I didn’t want to leave anything to chance when I got back, just in case I was delayed.  Sure, you can do that digitally, but because all our tasks are in our digital systems, it can become overwhelming and stressful looking at hundreds of tasks trying to decide which ones must be done that day.  With the Franklin Planner, you effectively have a blank slate each day to choose what you must do. Taking ten minutes away from your screen and really thinking about what is important for the day can do incredible things for your focus.  Oh, and I should mention that the dopamine hit you get from crossing off a task by hand is way more powerful than a digital click.  So what has this experiment with the Franklin Planner changed about my system as a whole?  Well, the first thing is I’ve started to add to my journal the two most important tasks of the day. I write my journal by hand each morning, and I’ve always tracked my morning routine habit and my exercise in there. Now I write out my two most important tasks.  Again, what this has done is to get me focused on the day.  My daily planning has changed, too. Now, I start by looking at my calendar for the next day’s appointments before I curate my list of tasks for the day.  For example, today I have seven hours of meetings. When I did my planning last night, I saw that and realised the only thing I would be able to do today was this podcast.  In the past, I would have ignored all that and begun the day with ten to fifteen tasks and seven hours of meetings. Those days were broken before they started. There was no way I would do all that in one day.  Will I continue with the Planner? That’s a difficult one to answer.  The areas where the planner has helped me can be replicated with a regular desk diary. I did not find that I added that many notes to the daily notes field. I carry a pocket notebook with me for random thoughts, and I like the randomness of that.  Meeting notes, project, and content ideas go directly into my digital notes system, and I have a paper-based planning book where I plan out my bigger projects, weekly plans, and YouTube videos.  And the “deal-breaker’ for me has been the poor quality of

“I used to say, ‘I sure hope things will change, ' then I learned that the only way things are going to change for me is when I change." That’s a quote from the wonderful Jim Rohn. A strong proponent of developing a plan for your life, and a part of that is creating a strong plan for the new year.  In this special episode, I’ll walk you through the steps for the Annual Planning Season, which began on October 1st.  You can subscribe to this podcast on:  Podbean | Apple Podcasts | Stitcher | Spotify | TUNEIN   Links: Email Me | Twitter | Facebook | Website | Linkedin Join the Time And Life Mastery Programme here. Use the coupon code: codisgreat to get 50% off. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 388 Hello, and welcome to episode 388 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.  A mistake I used to make was to come up with some ideas about what I would like to change in the new year in that gap between Christmas and the New Year.  The only reason I ever did that was because my friends were asking, “What are your New Year’s resolutions?” I never really had any, so I used to quickly think up some cool-sounding ideas and say that was what I was going to do.  And yet, it wasn’t always like that.  When I was a competitive athlete in my teens, each year in December, I would sit down with my coach and plan what we would achieve the following year.  What times we were going for and which races were to be the “big ones”.  I still remember the year I broke 2 minutes for the 800 metres and 4 minutes for the 1,500 metres. We knew I was close, having ended the previous year at 2 minutes 3 seconds for the 800 and 4 minutes 6 seconds for the 1,500.  All that was needed was a good, strong winter and pre-season training. I remember going into 1986 in one of the most positive frames of mind ever.  Then, when I stopped running competitively—one of my biggest regrets—I stopped planning the year. And that coincided with my not achieving very much.  I drifted from one job to another. Had no idea what I wanted to do, and I remember feeling unfulfilled and lost.  Fortunately, I rediscovered annual planning. The sitting down and thinking about what I wanted to accomplish. It was that restart that resulted in me coming to Korea, and discovering my passion—teaching.  Everything I have achieved over the last 23 years can be traced back to following my annual planning method.  From finding a career I loved, to getting married and moving to the East Coast of Korea—one of the most beautiful places in the world—and starting the company I run today, now employing four people.  All of these ideas began with the annual planning method. So, what is the annual planning method? Well, it’s five simple questions you ask yourself and give some thought to over two months—October and November.  Those five questions are: What would you like to change about yourself? What would you like to change about your lifestyle? What would you like to change about the way you work? What could you do to challenge yourself? What goals would you like to achieve?  Let me explain the kind of things you can think about. What would you like to change about yourself? This is about you. Your current habits and routines. Are these delivering the results you want?  When I sat down to write Your Time, Your Way, I knew I had to sacrifice some exercise time in order to write. I was okay with that, and I also knew a consequence of reducing my exercise time would be a gain in weight. Two years later, I had gained eight kilograms (about 17 ½ pounds)! Not good. If my weight exceeds 83 kilograms, I feel sluggish and quickly become tired.  So, in my planning last year, I made it a non-negotiable to get my weight back to my regular weight of 80 kilograms (about 176 pounds or 12 ½ stone)  Today, as I write this, my weight is 80.5 kgs. Well within my weight window.  That all started with asking myself, “What do I want to change about myself?” The answer was to get back into my regular exercise routine.  So, what would you like to change about yourself? Are you doing things that are not contributing to the results you want? Are you not consistently planning your days or weeks?  Are you not moving enough? Are you spending too much time sitting down in front of a screen and not enough time in nature?  Another one is how you dress. The pandemic saw a collapse in the way people dressed. This may not interest you, but perhaps you’d like to dress better when you go out. What could you do to improve your dress sense?  Maybe you’d like to begin journaling or meditation. Write anything you consider down. You’re not committing to anything yet; you’re brainstorming ideas. The commitments you make come in December. October and November are all about developing ideas and going deep.  The next question, “What do I want to change about my lifestyle?” Is about how you live your life every day. Is your house a mess? Do you leave your bed unmade when you get up in the morning? What about your car? Is it a garbage can on wheels?  Perhaps you’d like to come home to a clean home at the end of the day? If so, what could you do to change things? One idea that my wife and I had at the end of 2019 was to move to the East Coast of Korea. To do that, we knew we’d have to finally get a car. Living in Seoul, the capital city, with its superb public transport system, meant that having a car was not a high priority for us.  Yet, for us to get out of Seoul and live in a cleaner, quieter city, we needed to explore Korea. So, that became the plan: to buy a car and begin exploring possible places to live.  By the end of 2020, we had a car and moved to the East Coast.  That change brought some tremendously positive changes in our lives.  Yet, I know that had we not sat down to talk about our future plans, we’d still be living in a crowded, noisy, polluted city. Seoul is a great city, don’t get me wrong, but with 11 million people sharing it, you can imagine how noisy and crowded it can be.  Is there anything you’ve always wanted to do relating to your lifestyle that you’ve never considered what you need to do to make happen? Write that down.  What would you like to change about the way you work? A great question if you’ve found yourself stuck in a job or career that leaves you feeling dead inside.  Some people I know have decided to completely change their careers when answering this question, while others have started their own businesses.  It doesn’t have to be as dramatic as that, though. Perhaps you don’t like the structure you have in place to do your work. It could be a tools thing, too. Do you need to upgrade the way you manage your tasks and projects? What about your workspace? Does it need an overhaul? I’ve done that a few times. Does your current workspace feel sterile and cold? Could you change your desk or your chair?  If you work from home, can you do anything to make your workspace more stimulating? Perhaps move your desk nearer a window or change the lighting?  All these ideas can lead to some fantastic changes. However, you do need time to think things through, and that’s what October and November are for.  The fourth question is What can you do to challenge yourself? This question is there because often we get stuck in our comfort zones. We become afraid to change anything because we fear what those changes may bring. Yet, if you’re not challenging yourself, you soon find yourself trapped in stagnation. Physical challenges are a great place to start. If you feel you’ve become a little too sedentary, perhaps you could challenge yourself to do a park run in March.  Or for those of you who are more ambitious, perhaps you could challenge yourself to do a triathlon or a full marathon in 2026.  What about going back to school and getting a degree? One such challenge that comes up each year on my list is to do a master’s in contemporary British history. I’m sure it will be on my list this year, too.  Think of the things that frighten you. Is there anything you could do to overcome that fear?  The final question is What goals would you like to achieve in 2026?  There’s a reason this is the final question. That’s because after you’ve thought about the previous four questions, you’re more likely to think about how you can measure success in the changes you want to make.  One such goal my wife and I have already added is to have a big savings goal in 2026. This will affect both our spending habits—no more fountain pen purchases for me (oh no!) We haven’t settled on an amount yet, but we’re thinking about it.  Perhaps you want to set the goal of getting a promotion next year or finally starting that business you’ve been thinking about for years.  Or it could simply be a bad habit that you want to stop. Doom scrolling, the new smoking bad habit, or going to bed earlier. What about reading books? How many would you like to read in 2026?  The purpose of these questions is to get you to think. Think about what you want out of life.  You are amazing, and there’s so much you could do. Yet, you will only be able to do those incredible things if you externalise them and begin to think about how you could make them happen.  The best place to keep this list of questions is in a paper notebook. I used to do this digitally, but found I was too easily distracted when trying to write them out on my iPad or phone.  When I switched to writing these questions out in my Planning Book—an A4 notebook where I keep all my initial project plans, weekly planning sessions, and YouTube video plans—I found

“Most of us spend too much time on what is urgent and not enough time on what is important.” That is possibly one of Stephen Covey’s most famous quotes. It’s at the heart of almost all time management and productivity advice today. It addresses one of the biggest challenges today—the cycle of focusing on the urgent at the expense of working on the important. If you focus on the urgent, all you get is more urgent stuff. If you focus on the important, you reduce the urgent stuff.  It’s all about priorities, and that’s what we’re looking at today.  You can subscribe to this podcast on:  Podbean | Apple Podcasts | Stitcher | Spotify | TUNEIN Links: Email Me | Twitter | Facebook | Website | Linkedin The Time-Based Productivity Course Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 387 Hello, and welcome to episode 387 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.  There are two natural laws of time management and productivity that, for one reason or another, are frequently forgotten, and yet they are immutable and permanent, and you or I cannot change them. They are: You can only do one thing at a time, and anything you do requires time.  When you understand this and internalise it, you can create a solid time management and productivity system based on your needs and what you consider important.  This doesn’t change at any time in your life. When we are young and dependent on our parents, these natural laws still hold true.  These laws are still then when we retire from the workforce and perhaps gain a little more agency over our time. You can take the time to landscape your garden and travel the world, yet you cannot do both simultaneously.  Even if you are fortunate enough to be able to afford to hire a landscape gardener to do the bulk of the heavy lifting for you, you will still need time to plan what you want done and find the right landscaper.  What this means is every day you have a puzzle to solve. What to do with the time you have available that day.  And the secret to getting good at solving this daily puzzle is to know what your priorities are. And that is where a little foresight and thought can help you quickly make the right decisions.  And that neatly brings us to this week’s question, which means it’s time for me now to hand you over to the Mystery Podcast Voice.  This week’s question comes from Mel. Mel asks, Hi Carl, I’ve followed you for some time now and would love to know your thoughts on prioritising your day. I have family commitments and work full-time, and I often struggle to fit everything in. Any ideas would be greatly appreciated. Hi Mel, Thank you for your question.  I must confess it took me many years to understand these natural laws. Like most people, I felt I could get anything done on time, that I had plenty of time to fit in more meetings, accept more demands on my time, and still have time to spend with my family and friends.  Yet, I never managed to accept more meetings and requests, meet my commitments, and spend quality time with the people I cared about.  I found myself working until 2:00 am most days and starting earlier and earlier each day to keep my promises.  And, like most people, I thought all I needed to do was to find another productivity tool. A new app would surely solve my time problems.  This was at the height of the “hustle culture” trend ten to fifteen years ago. It was all about working more and more hours. I fell into the trap of believing that to be successful, all I had to do was throw more hours at the problem.  Well, that didn’t work out. All that happened was I felt tired all day, and my productivity fell like a brick.  It felt good to work until one or two in the morning. I felt I was doing what I needed to do to be successful. Yet, I conveniently forgot I was having to take naps throughout the day, and when I was awake, I procrastinated like I was in the Olympic procrastination final.  And all those new tools I was constantly downloading, looking for the Holy Grail of productivity apps, meant I had tasks, events and information all over the place, which required a lot of wasted time trying to find where I had put the latest world-changing idea.  What I was doing was violating the laws of time.  You can only do one thing at a time, and everything you do requires time.  The lightbulb moment was realising that I had a limited amount of time each day, which meant that if I was to get the most important things done each day, I needed to know the most important things.  Here’s what’s important to you. The promises you make to other people, particularly those you make to the people closest to you.  And it doesn’t matter who you are. Anything you promise you will do for another person becomes a priority.  On a personal level, this means if you promise your daughter that you will take her to the theme park on Sunday, you don’t look for ways to get out of it because your boss asked you to finish a report and have it on her desk Monday at 8:30 am.  You take your daughter to the theme park, and you negotiate with your boss. If your boss won’t negotiate, you find a way to finish the report before Sunday, so when you do take your daughter to the theme park, you are 100% committed and present.  Meetings you have committed to are a promise. It’s a promise that you will be in a given place at a specific time. Once you have confirmed the meeting, you’re committed and, except for exceptional circumstances—illness, for example—you turn up on time.  When you treat your promises as a commitment you cannot break, you start to see that your time is limited.  It’s limited because no matter what, you get twenty-four hours a day, and that’s it.  Now, it’s a little more complicated than that. We are human beings, and an inconvenient truth about being human is that we need a certain amount of sleep each day to perform. Without enough sleep, you will discover what I discovered when I was all in on the hustle culture: Your productivity drops significantly.  You might think you are working sixteen to eighteen hours a day. Yet, your output will have dropped, and your results will only be as if you have been working eight to ten hours.  There are other factors too. A poor diet and a lack of movement will also significantly lower your performance and overall productivity.  In the end, when you think you can fit everything in and continue to say yes to every request, “Your ego is writing checks your body can’t cash”, as Stinger said to Maverick in the movie Top Gun.  You will quickly find you’re making promises you cannot keep because you’re constantly tired, not in the mood and letting the people around you down.  Prioritising your day starts with you. The first thirty minutes of the day should be focused on you and the things you enjoy. That could be a freshly brewed cup of tea, ten minutes of meditation, a few light stretches, or a few moments writing your thoughts down in a journal.  I know many of you may have young kids; if they are waking up with you, could you engage in some quiet activities that involve them? Perhaps you could sit quietly together and read a real book or do some light exercise together.  Next, come your confirmed appointments. When are they, and where do you need to be? These appointments give you structure to your day. You’ve committed to them, so you are now obliged to turn up on time.  Then comes your core work—the work you are employed to do. What is that, and what does that look like at a task level? In other words, what does doing the work you were employed to do look like? Finally, from a work perspective, comes everything else. The work you volunteered for, the emails and admin and any other non-core work activities you may have said yes to.  One way to look at your day is how your grandparents would have seen their days. There’s work time and then there’s home time. When at work, your priorities are your work promises and commitments. When at home, your priorities are your family and friends.  As Jim Rohn said: "When you work, work; when you play, play. Don't play at work, and don't work at play. Make best use of your time" A simple philosophy and one that works superbly well today.  I’ve found that a simple daily planning sequence helps people to focus on the right things at the right time.  First, review your appointments for the day. This gives you a good idea of your available time for everything else. Second, look at your list of tasks for today and curate it based on how much time you have left after your meetings. It’s no good thinking you will get ten or more tasks done today if you have seven hours of meetings. That won’t happen.  Yet, on days when you have one or two meetings, you can schedule more tasks.  Finally, prioritise the list of tasks. For non-core work tasks, you can prioritise based on time sensitivity and your promises.  If you told a client or colleague you would complete the work they asked you to do by Friday, and today is Thursday, that task would be your priority. You made a promise, and your integrity is at stake. If you fail to meet the deadline, you don’t keep your promise, your client or colleague has every right to question your integrity and reliability.  One more idea you could adopt, Mel, is to think elimination, not accumulation.  It’s easier today to collect stuff than it’s ever been. We see something online we’d like to buy and send the link to our task managers. Someone recommends a book, send it to your task manager.  This results in a task manager stuffed with promises you’ve made to

I want to begin today’s episode by thanking you for listening to this podcast. Earlier this week, this podcast surpassed one million downloads.  For context, that puts this podcast in the top 3 to 5 percent of the productivity and time management niche.  So, thank you. I do this for you, and for all of you who have sent in questions for answering. You keep me on my toes and challenge me every week. For that, I am eternally grateful. Thank you. You can subscribe to this podcast on:  Podbean | Apple Podcasts | Stitcher | Spotify | TUNEIN Links: Email Me | Twitter | Facebook | Website | Linkedin The Time-Based Productivity Course Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 386 Hello, and welcome to episode 386 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.  This week’s question is about a subject I’ve always been a little afraid of covering. I’m afraid because there is no simple answer, yet it’s certainly one that has a solution. Unfortunately, that solution isn’t an easy one to implement.  How do you manage your time and productivity in a dynamic, fast changing work environment?  The problem is that standard advice often doesn’t work. For instance, if you are in IT support and systems and company wide software are continually breaking down, how do you find the time to do focused work, when you are being interrupted by emergencies from the moment you arrive at work to the time you leave?  It does have a solution, but it involves the word “no” and the use of experience and knowledge to determine how “urgent” something really is.  I’m currently reading Dominic Sandbrook’s book, Seasons in the Sun. It’s about Britain between 1974 and 1979. Five years when the British government was in perpetual turmoil. Not just dealing with one or two crises. There were hundreds and they were happening every day.  From economic breakdown to Northern Ireland being on the verge of civil war. Every day brought a new emergency that needed instant solutions.  Reading it today makes the political turmoils we face now look like a walk on the beach by comparison. Yet the government managed, just. It wasn’t easy, but they muddled through, and economic collapse and Northern Ireland civil war did not happen. It was close, but these catastrophes were fortunately averted.  Reading about it now, it seems the UK between 1975 and 1980 was collapsing, yet as Dominic Sandbrook points out, it didn’t and most people were able to get on with their lives and improve their living standards.  If you’re working in an environment where you feel you are only one crisis away from a total shutdown, don’t despair. It can be handled, and it’s possible to implement some processes and techniques to maintain some sanity when you may feel things are about to fall apart.  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 Jan. Jan asks, Hi Carl, I work in a company with no boundaries. Anyone can send a Teams message to me anytime, and I am expected to deal with it immediately. This means I never have time to do my important work. What advice would you give to someone in my position?  Thank you, Jan for your question. One of the most dangerous things one can do is to believe there is no way through when the work piles up and there seems to be no respite.  The first place I would begin in your situation, Jan, is to look at the type of requests you are getting. Not all of them will be urgent must be done immediately.  It’s also likely when you look at them, you will find that very few are of that nature.  Back in the day, when I worked in hotel management, it could be said that no one day was ever the same. And there were a lot of unknowns happening practically every minute.  Yet, our training was build on understanding what was urgent and what was not.  A business party turning up at 8:30 am asking where their pre-booked meeting room was, when no such room had been prepared was a drop everything and get the room set up urgently. Similarly, a guest asking for a hairdryer, was also a drop everything urgency—it was likely they discovered their hairdryer was not working after they had just washed their hair. Yet most other requests were handled in the normal fashion. A change of towels, a noisy air conditioner that won’t turn off or missing bottles of water from a room’s mini-bar. All of these “urgencies” would have been unknown when the day began, but given that they happened every day, the hotel had processes in place to deal with them.  One thing we did have, which I notice many companies do not, is a clear list of priorities.  Take for example my priorities for handling email.  Anything to do with money or forgotten passwords are things I will deal with immediately I see the email. Sorting them out doesn’t take long—five minutes for most—but I understand how frustrating it can be waiting to get a response.  Everything else has a 24 hour response cycle.  It’s rare I will get either of those two emergencies—perhaps one or two a month—but when they do happen, it’s automatic for me to immediately jump into action and deal with them.  And that’s one of the first things I would recommend you do, Jan. Categorise the requests you get and put in place some rules for dealing with them.  What are genuine emergencies? What are not?  I know if you are new to your company, there will be a period where you will need to learn what’s urgent and what’s not. That’s where experience and knowledge comes into play.  Given time, you will be able to analyse the types of requests you are getting and learn the patterns. There will be some people you work with that expect immediate responses. Is that a people issue or a genuine problem issue.  Some people have become conditioned to expect an immediate response. With these people it might be prudent to slowly change their conditioning by gradually reducing your response time.  Now, of course, you may not be able to do with people in higher positions than you but for others you may be able to do so.  In Your Time, Your Way, I wrote about how emergency room medical staff use the medical triage method. Each patient is assessed against a scale or urgency.  A Level 1 needs immediate attention and their condition is life-threatening, Level 2 is urgent attention required as their is potentially a threat to life, Level 3 requires timely intervention but life is not threatened, Level 4 is less urgent, and Level 5 can wait for care. You can use this approach when you are dealing with customer care or IT issues.  Monitor the requests you get over a week or so and grade them. You may not need five levels, three or four levels would be sufficient. For example: A Level one request requires immediate attention. A Level two request requires attention within two hours A Level three request can be dealt with within the day And a Level four can be ignored.  You will need to be careful not to treat everything as a Level One. If everything was a level one, then nothing would be urgent because everything was.  One of the great things about this kind of approach is there’s no hesitation. You know exactly what to do. If something is urgent, for example, the whole company’s system goes down or there is a security breach, everything stops until the issue is resolved.  Hopefully, this kind of emergency won’t happen often. If it does, then there’s likely to be a problem in the company’s systems that need fixing and that would need to be escalated to the relevant person.  The next problem in these circumstances is that you may feel obligated to be constantly watching your email and internal messaging system. If you want to be able to get on and do your work, that’s going to be a no no.  You cannot do both. There has to be some flexibility.  What I’ve found helpful for many of my coaching clients is to protect the first thirty minutes of their work day for going through all their communication channels to see what’s happening.  This way, you can deal with any immediate problems before they destroy your day.  Then the next hour (or two if you dare), you do your focused work.  You can then check your messages and emails once you have finished your focused work. It’s only one hour.  If you’ve never done this before, I should warn you that it will be scary. You’re likely to have become used to being reactive, and changing that to being proactive by focusing on your most important work for the day for an hour or so, can be deeply uncomfortable at first.  Here you will need to be persistent. It gets easier, and your confidence grows with time.  I used to be always checking my mail for “problems”. It was horrible. It took me several weeks to become comfortable turning off all communication systems for two hours while I got on and did my most important work for the day.  But it was worth it. For one thing, I began understand that most things were not really urgent and as long as I responded within twenty-four hours people were happy.  For you, you may need to respond faster than that. But it’s unlikely that you will need to be responding immediately to everything. You’ve got to remember that no matter what work you do there is always a limited resource—time. You get twenty-four hours each day and that’s it. No more and no less. And while you can expand that to a week, that still only gives you 168 hours.  However, careful management of that time can help to reduce many emergencies. Ruthlessly protecting one or two hours a day for your most important work, for example, ensures

"The real magic lies at the intersection between eating, moving, and sleeping. If you can do all three well, it will improve your daily energy and your odds of living a long, healthy life,"  That’s a quote from Tom Rath, author of Eat Move Sleep. The three most important factors in you becoming more productive, focused and motivated each day. You can subscribe to this podcast on:  Podbean | Apple Podcasts | Stitcher | Spotify | TUNEIN Links: Email Me | Twitter | Facebook | Website | Linkedin The Time-Based Productivity Course Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 385 Hello, and welcome to episode 385 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.  Don’t skip the basics. For me, this was a hard lesson to learn. I used to stay up late to finish work or watch TV. I’d skip my exercise or allow myself to get involved in meetings I didn’t really need to attend—just to feel a part of something.  And I would eat rubbish—cereal for breakfast, sandwiches and rice or fries for lunch and pizza for dinner.  And I felt it. I was tired, unproductive, and did not know where I was going. My weight kept going up and up, and every day felt like a drudge. I would wake up, feel horrible, go to work, come home, collapse onto the sofa, turn on the TV, and escape the real world.  It was easy to blame everyone else. My boss, my colleagues, my customers, the weather, where I lived, the company, etc.  Yet, it wasn’t anyone else’s fault. It was mine.  I had allowed myself to wallow in self-pity. That was a choice.  I cannot say there was a particular moment that changed me. It was more a gradual change.  What I learned, though, was that creating an enjoyable, exciting, and fulfilling life started with getting the basics right.  And that is what this week’ question is all about. What are the basics, and why do they matter? 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 Ali. Ali asks, hi Carl, my life’s a mess. I stay up all night watching TV or YouTube videos, and then wake up late and have to rush to get to work. Then at work I feel tired and unmotivated all day. What can I do to have some better habits?  Hi Ali, thank you for your question.  The first step would be to read James Clear’s Atomic Habits. It’s a brilliant book, that explains how habits work, how to create your own and does all that in a simple step by step approach.  The next step is to understand some time tested basics. One of the many reasons why anyone would feel demotivated about the day is they are not clear on what is important to them.  Not everyone wants to be supremely fit and sporty and that’s fine. You don’t have to be. But it’s equally true no one wants to die prematurely.  As Steve Jobs said in his famous commencement address in 2006 "No one wants to die... even people who want to go to heaven don't want to die to get there" To find your purpose, or simply the motivation to jump out of bed each morning go through the Areas of Focus workbook. It’s free and you can download it from my website.  This will give you the eight areas of life that should be in balance.  Those eight are: Family and relationships Career or business Health and fitness Finance Lifestyle and life experiences Self development Spirituality Life’s purpose Now, when I say in balance, it means defining what each one means to you. For example, for your finances area of focus could be something as simple as “I live within my means and not over spend on trivial things” or your lifestyle and life experiences could be “I live in a clean and tidy home”. Getting these eight basics of life in balance will give you some purpose each day. Living in a clean and tidy home may mean that before you leave to go to work, you make your bed and wash the dishes.  To keep your finances in check, you may decide to do a weekly or monthly budget to track how you are spending your money.  That becomes a habit. It’s a must-do.  None of these takes a lot of time, but they help to keep your areas of focus in balance.  Now onto another important factor. One of the things I’ve noticed about highly motivated and successful people is they have some structure in their lives.  They wake up at the same time each day, they follow a morning routine and have some structure for the rest of the day. That could be exercising at the same time each day or just going for a walk at the end of the day to decompress. Apple’s Tim Cook, for example, starts his day with an extremely early wake-up, around 3:45 AM, to read emails from customers and employees before heading to the gym for an hour of exercise. He eats a healthy breakfast, gets coffee, and then begins his workday. I recently wrote about Hercule Poirot, the Agatha Christie detective in many of her novels in my weekly newsletter.  Poirot was obsessive, it’s true. He was immaculately turned out at all times. Yet he had structure to his days. Breakfast was at the same time each day and he had his famous tisane (a kind of herbal drink) served in the same glass.  What draws me to Poirot is that fastidiousness. Nothing was rushed. The only things that ever bothered him was if his routines were interrupted. Perhaps not a good thing, but it did enable him to have a purpose each day. If he was taking a holiday, he refused to entertain any work. He was resting his “little grey cells” and that was the purpose of the holiday.  When he was working he was engaged completely. He actions were methodical and deliberate. I know Poirot is a fictional character, but in fictional characters there’s always a grain of truth somewhere.  Perhaps Poirot’s obsessiveness for order and structure, was motivated by someone somewhere.  The one thing I’ve learned is if you’re not getting the basics right, then everything else falls apart. The basics are your daily routines. Your sleep schedule, what and when you eat and stepping away from screens and moving.  They are not difficult to do, but without one essential ingredient, you won’t do them. That ingredient is self-discipline.  You need discipline to get out of bed on a cold, wet morning. You need discipline to say no to that plate of unhealthy food, and you need discipline to turn off the TV and go to bed at the right time.  I often shy away from advising people to develop their self-discipline because it’s hard to do. And these days I find many people have simply given up and just tell themselves they have no self-discipline and that they never have had.  They will look back in their lives to find examples and use that to prove it to themselves. Ignoring the fact that there will also have been examples of them being disciplined.  It’s complete rubbish for anyone to say they lack self-discipline. It’s innate and inside all of us. But, like a muscle, if you don’t use it, it will weaken. But never disappear entirely.  Strengthening your self-discipline isn’t particularly difficult. As Admiral McRaven said in his Texas University Commencement address—begin the day by making your bed. Is that so difficult? It’s one thing, but it’s the start of strengthening your self discipline.  Now you mentioned that you want better habits. What would you consider to be “better habits”?  That would be the place to start.  I’ve never been a good sleeper—as a consequence I fell into the trap of believing it was “just the way I was wired”. Of course, that’s not true.  In January I made a commitment to myself I would be in bed no later than midnight. It was a struggle, but I persisted. Now, nine months later, I’m in bed consistently at midnight and my sleep is better than ever.  It took a bit of self-discipline for the first week or two, but soon it was a habit.  Changing your sleep habit is straight forward. Calculate how much sleep you need, then decide what time you want to wake up, and work backwards.  So, if you discover that you need seven hours sleep and you want to wake up at 7:00 am, then you need to be in bed by 11:30 pm. (It’s not like we instantly fall asleep when we get into bed)  Another thing you mentioned, Ali, is you lack motivation at work. That may be a bigger issue. If work is demotivating you, it’s also draining you of purpose. That’s where I would spend some time analysing. When your purpose is drained, that has a big effect on your mental energy.  What is it about your work that is demotivating?  If it’s just a stage—we all go through that at times—what can you do to find some purpose. Perhaps you could set yourself a target. Sell X amount of products, solve a particularly difficult problem for your team or do something to improve your own workflows and processes. If it’s bigger than that and it’s about the job itself, then it may be time to begin looking at alternative jobs. It doesn’t mean you have to quit your current job, what it means is you begin looking at alternatives.  What kind of work would motivate you?  It’s perfectly okay to accept that you made a mistake in your choice of career. That does not mean you are stuck with that mistake. You can change careers at any time. I’ve been a hotel manager, car salesperson, a lawyer and teacher.  The hardest part for me was accepting that the legal profession was not for me. I’d spent six years in school and training, but after graduating and working in a law office, I soon found myself hating it.  I felt I was in a day release prison. I had to sign in at 9:00 each morning and was not allowed to leave until 5:30 pm. During that time it felt I was chained to a desk only being allowed to move to

Let me take some pressure off. Your problem is not discipline. Your problem is not organization. Your problem is not that you have yet to stumble upon the perfect schedule. And your problem is not that the folks at home demand too much of your time. The problem is this: there’s not enough time to get everything done that you’re convinced—or others have convinced you—needs to get done. That’s a quote by Andy Stanley, an author and church leader and perfectly captures the topic of this week’s episode. Enjoy.  You can subscribe to this podcast on:  Podbean | Apple Podcasts | Stitcher | Spotify | TUNEIN Links: Email Me | Twitter | Facebook | Website | Linkedin The Time-Based Productivity Course Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Time Sector System 5th Year Anniversary The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page Script | 384 Hello, and welcome to episode 384 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 easy to create a productivity system on paper, working with theories and concepts. The challenging part comes when that system is confronted with real-life events.  The upset customer who demands immediate action, a colleague off work sick and a boss who thinks you can drop everything and work on their latest wheeze.  It’s not that these productivity systems don’t work, they do, it’s that a system is only as good as the person adopting it is willing to slow down and consider how important the demand in front of them really is.  It’s also understanding what you have control of and what you don’t.  You don’t have control over whether your daughter’s after-school class is cancelled at short notice or not. You do have control over putting in place a contingency in case it happens.  In the real world, things change fast. An urgent email you received at 9:15 a.m. Is resolved on its own by 9:28 a.m. A meeting you spent all weekend preparing for get’s cancelled two hours before it’s due to begin. The list is endless.  Yet, having some kind of system still helps you.  And that’s what this week’s question is about. How to use a productivity system in a fast moving, chaotic world.  And so, let me hand you over to the Mystery Podcast Voice for this week’s question.  This week’s question comes from Alan. Alan asks, hi Carl, how would you advise someone that is struggling to set up a system because their work is always changing. My customers expect me to be available all the time and my boss keeps calling meetings without any notice. I never have any time to do my work.  Hi Alan. Thank you for your question.  I think it was Jim Rohn that taught me to understand that there are a lot of things in life that we cannot control. Obvious ones would be the weather, or a train breaking down that prevents you from getting into work on time.  Yet, there are also things like phone calls and urgent messages that can significantly change your plans for the day.  This is what I suppose we call life. Life has a nasty habit of getting in the way of our plans.  However, it’s always been like that. Life has always been unpredictable and yet many people have managed to deal with it.  There are a number of things you can do that will help you to stay on track, yet have the space and time to deal with the unexpected when they occur.  The first one is when planning the week, don’t focus on tasks, focus on objectives.  What I mean by this is when you focus on scheduling tasks for the week, it’s likely 60% or more will not get done. Either you don’t have the time or things change and they no longer need to be done.  Too much can change over seven days.  I’ve seen people carefully schedule out an exercise plan for the week, only to pick up a calf strain on Tuesday that prevents them from doing any more running for the rest of the week.  Yet, had they set the objective to exercise four times that week, the calf strain would be a minor inconvenience and perhaps to fulfil their exercise objective they could go swimming or to the gym and do non-leg exercises instead.  Similarly in the work environment, if you were to plan out a project’s tasks for the week, and you keep getting pulled into a last minute “urgent” meetings, the chances are by the end of the week you will have done practically none of the tasks you scheduled for yourself.  If you had instead set the objective of doing some work on the project, you would give yourself more flexibility to choose what to do given the changing circumstances of your week.  This way, although you may have only done three things on the project you still completed your objective. That’s a win.  Had you set yourself up to complete ten tasks on the project and only done three, you would consider that a failure and feel planning the week is a waste of time.  It’s as if all you are doing in a weekly planning session is scheduling tasks you won’t do. Which then makes it feel like a waste of time. But It’s not a waste of time if you are setting yourself realistic objectives based on what your calendar says you have time for.  Tasks are assigned at a daily level.  When you assign your tasks at a daily level you can take into account the changing nature of the week.  I’ve had clients have their complete week destroyed because of a crisis with a client in another country. They go into work with one expectation and by 11:00 am they are driving to the airport to catch a flight to the other side of the world to resolve a crisis.  This is why weekly and daily planning go hand in hand.  Another tip I would recommend is to avoid scheduling anything for the first thirty minutes of your work day.  Use that time to get a heads up on the day.  Go through your messages and emails to see what is happening.  I don’t subscribe to the idea that you should not check your email or messages in the morning. That to me is a ridiculous idea. When you stop yourself from processing your messages, you start to worry that there might be something in there that is important.  That worry causes distraction and it becomes difficult to focus on anything else.  The chances that there is a crisis that needs your urgent attention is slim and if there is a crisis that needs your attention better to know about it early so you have time to slow down and consider the best steps to resolve it.  But more importantly, those first thirty minutes gives you a chance to get a feel for the day, confirm your plan and decide when best to do whatever work you had decided to do that day.  To give you an example. I woke early this morning for a meeting at 8:00 am. I did my morning routines, and as I was preparing for the meeting, I got a text message informing me that the meeting had been cancelled.  That gave me back an hour I had not planned for.  So, I looked at my plan for the day and decided that the best use of that hour would be to begin writing this podcast script. Doing that would take the pressure off the rest of the day and give me a chance to bring forward other work.  All this does not mean having a system is pointless. Having a system means you can switch focus quickly and you know where to look to make better decisions on what to work on next.  For example, having a quick and simple way to collect stuff is a no-brainer. A paper notebook open on your desk with a pencil ready to go allows you to quickly jot something down when on a call or in the middle of doing something else.  Making sure that your phone and computers are set up for quick capture is also important. Ideas and requests can happen at any time. Being able to collect those ideas with the minimum of fuss is important. Then, allowing yourself ten to fifteen minutes at the end of the day for processing what you collected so you can delete the unnecessary and ensure that what is left is either scheduled or dealt with.  This is why I urge everyone to take the free COD course. COD stands for Collect, Organise and Do and it’s the foundations of every solid productivity system.  I’ll put a link in the show notes for you if you haven’t taken the course yet.  Another thing you can do, which is linked to the first thirty minutes of your day is to mentally map out when you will do something. This is where you use the power of “implementation Intentions”.  This is where you used an “if this, then that formula”  If it’s 2:00 pm then I will spend an hour clearing my actionable email. If it’s 5:30 pm, I will stop and plan tomorrow for ten minutes.  I like to use the first thirty minutes of the day to review my calendar and then visualise the different times in the day what I will be doing at that time.  It really helps to get you focused and prevents you from getting involved in things you do not need to be involved in.  Don’t be too strict with yourself. If you planned to respond to your actionable emails at 2:00 pm and it’s now 2:20 pm, it doesn’t matter. Just start going through your actionable emails. Whether you spend an hour or forty minutes on this activity isn’t the issue. What matters in you spent some time doing it.  Being consistent and allowing yourself to get back on track is what really matters. When it comes to things like emails and messages and daily admin, it’s never going to be about clearing everything in one day. It’s always about spending some time doing it daily.  If you’re just starting out on an exercise programme, it’s not really about the quality of your workout initially, It’s about spending time doing exercise. Getting fit and healthy doesn’t happen with one workout. It’s an accumulation of many workouts done consistently over a period of time that results in your increased physical fitness.  A final point is if you work in a dynami