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473: How to Increase Your Productivity by Crafting your Time with Mike Vardy

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Mike Vardy says: "The app isn't going to do the work for us. It's approach first, then the application."

Mike Vardy discusses how to fine-tune your routine and make the most of your time through mode-based work.

You’ll Learn:

  1. Why you shouldn’t obsess over productivity apps
  2. How to craft your time with the 5 categories of mode-based work
  3. How to keep yourself motivated and on-track through journaling

About Mike:

Mike Vardy is an author, speaker, and productivity and time management strategist (or ‘productivityist’) based in Victoria, BC, Canada. His company Productivityist helps people stop ‘doing’ productive and start ‘being’ productive through a variety of online and offline resources. He is the author of The Front Nine: How to Start the Year You Want Anytime You Want, published by Diversion Books, and has self-published several eBooks, the most recent of which is ”The Productivityist Playbook.” He currently hosts The Productivityist Podcast, a podcast that features insights and conversations surrounding productivity and workflow.

Resources mentioned in the show:

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Mike Vardy Interview Transcript

Pete Mockaitis
Mike, thanks so much for joining us here on the How to be Awesome at Your Job podcast.

Mike Vardy
Thanks for having me. This is going to be a great one. I can feel it already.

Pete Mockaitis
Well, I think so too. We were just dorking out and I said, “Oh, I’m going to have to put a note in my OmniFocus about David Allen’s upcoming book.” It’s like here we are as nerdy as it gets with productivity.

Mike Vardy
Yeah, that’s kind of the way it goes. Once you get two of us productivity nerds in a room, it’s hard to get us not to stop talking about that kind of stuff. It’s just crazy.

Pete Mockaitis
Yes. Well, although I want to know, we got two nerds in a room. We’re not going to be doing any professional wrestling because we’re, I guess, in the virtual room. That wouldn’t be very fun to watch. But I understand you have a passion for watching pro wrestling. What’s the story here? Why does it grab you?

Mike Vardy
It’s like the one place I can kind of go and be like, “Okay, I’m going to watch the Royal Rumble right now, and I won’t be thinking about time or productivity or anything.” And my daughter is into it too, like my daughter will watch it with me.

So, it’s another way for us to bond as well.

Pete Mockaitis
Well, fun times and it’s cool that your productivity skills have enabled such feat of reflexibility to enjoy these sorts of adventures as opposed to, “Oh, no, I’m swamped. I couldn’t possibly get away.” We’re talking earlier about you’ve got all your podcast episodes recorded through three plus months in advance, so that’s pretty cool.

So, let’s just get right into it. When it comes to productivity, you’re living happens as a productivity strategist, which is a real cool title. You don’t see that very much in LinkedIn, so kudos. So, boy, you’ve seen a lot of stuff. Could you tell us, just for beginning, what’s maybe the most surprising and/or fascinating discovery you’ve made as you have explored this big world of productivity?

Mike Vardy
I think the most fascinating, and it probably shouldn’t be surprising now that I think about it, but we were talking off the top, you said you’re putting it into OmniFocus. And when I first started my productivity journey, that’s kind of where I started was with the apps, was with the technology. I spoke at the OmniFocus 2 reveal, I was doing a lot of stuff with The Next Web and Lifehack, and all that stuff, really digging into the apps. I was a math guy, right, so I was really into that.

And so, I was more of a productivity, let’s say, enthusiast who became a specialist and was kind of teaching people how to use these apps and maybe using other methods. But when I became, I kind of evolved into a strategist, I realized that the apps are secondary. We’ve seen apps come and go over the years. I’ve seen plenty of them. And the problem that I’ve seen, the funny thing is that I think the really fascinating part is it hasn’t gone away. You’d think by now we’d be like, “Okay, yeah, right. It isn’t the app. The app isn’t going to do the work for us. It’s the approach first, then the application.”

And I think that’s the thing that I’m really trying to kind of rail against, is the idea that, “Oh, man, you have to get OmniFocus because OmniFocus is the best,” or, “You have to use Evernote,” or, “You have to have the latest and greatest so you leave OmniFocus to move to things, and then you move to this other one,” or, you have to have one that works. No, no, no, you have to have your foundation, your framework, this approach setup first, then the application.

But, because we live in such a tech-heavy world where we’ve got a to-do list in our pocket that can do so many things, we tend to focus on the wrong things, and what fascinates me is not only how long it took me necessarily to realize, “Hey, wait a minute. Hold on. This is the cart before the horse here,” but that it’s still such a huge issue today.

Pete Mockaitis
You know, that is well said. It’s so fun to talk to someone who’s been steeped into something for a long, long time, and then to kind of walk away, look back at yourself and say, “Huh, oh, how young and foolish I was.” I think Ray Dalio said if you look back at your decisions a year or two ago and you don’t think that you were a little dumb then, then you haven’t grown or learned much. So, that’s a fun little reframe on feeling embarrassed about your past.

And I think that’s dead on because it can get, I don’t know, it’s like shiny objects. It’s like, “Ooh, there’s a cool new thing. Let me try it out.” “Oh, no, no, that’s dumb because it doesn’t do this or that.” And then I guess I’m of two minds on this. On the one hand, I think there’s some real beauty. Some tools are amazing and helpful and snazzy and it’s so great that they exist.

The sheer enjoyment associated with a fine pencil or pen or notecard or beautifully-designed piece of software can be extra-enjoyable and maybe bring you to use it. But, much like the person who gets the super fancy piece of exercise equipment for the home, no matter how fancy that thing is, you got to do the work if you want to enjoy the results.

Mike Vardy
Yeah, you have to kind of decide. Hey, like I’m a big, Baron Fig pen and papers. I love my really nice pens, my really nice books. But it takes the stuff that you’re doing with those things, that’s what matters, right? And a good example would be, actually this past weekend, my family and I, we were at a…they had like a car-free day in our downtown core. And we stopped to talk to one of my wife’s friends, and out of the corner of my eye, I didn’t even see it until my son mentioned it, and then my eye gravitated to it. He’s like, “Hey, dad, look. It’s that Big Green Egg that you want.” And it was The Big Green Egg barbecue.

And I went over there, and I’m like, “Oh, man, this is something that I want,” but I looked at the price, I’m like, “This is not something that my wife will necessarily let me get right now.” But that Egg will probably make, if used correctly, I think that’s the key thing, right, like no matter how great your tool is, if you’re terrible at using it, then you just got a really expensive tool that you’re not very good at using.

Pete Mockaitis
And then you feel like a tool.

Mike Vardy
Yes, exactly.

Pete Mockaitis
Zing!

Mike Vardy
Boom!

Pete Mockaitis
Sorry, continue.

Mike Vardy
No, the thing is, “Do I need to have that barbecue to barbecue food?” No, I can find, you know. But do I need the cheapest one? Probably not. I could find something in the middle. So, I think it’s about finding, like I think we need to start looking at things from a reasoned approach instead of going like purely emotional or purely logical. And that means like OmniFocus is a great example for your listeners out there who know what OmniFocus is. It’s like it was one of the preeminent productivity apps that largely hung its hat on the getting-things-done methodology when it first came out. It’s now become so much more than that.

But if you stuck with that throughout, you’ve had a beautiful tool to use the whole way, but there’s other software companies that have come along, like Cultured Code’s neat Things, and Todoist, and Asana, and all these other ones. You got to look at what the outcome is you’re looking for. If your outcome is to use tools consistently, like switch tools, then that’s fine. That was my job. I had to do that.

But I think that a great craftsperson can get great results by using a tool that may not be the best tool. So you should be looking at that in getting better. And then, when you can get to the point where, “Hey, you know what, I have the bandwidth to try a new tool or to look at a new app.” You’re rarely forced into something like this. Then you say, “Okay, you know what, I can do that.”

But I think the other key is to make sure that you’ve got a framework that, like let’s say OmniFocus was to stop development tomorrow and shut down. Yeah, but the thing is you know, based on your use of it, because you’ve used it for so long, you’re like, “Okay, I need something that has this functionality,” that’s one way to look at it.

Pete Mockaitis
Right.

Mike Vardy
But if you’ve never really used it, like, “Okay, I have a framework,” and that’s how I kind of look at creating TimeCrafting was this idea of, “How can there be a framework that can work in Microsoft Excel, on paper, and OmniFocus, in Things, in Asana, in Trello, wherever?” So, that way you can go, “Okay, well, OmniFocus is gone. I guess now I’m just going to move. I can find another app but the frameworks that I use is easily transferable.” And that’s the thing that I think people need to spend more time and attention to on as opposed to, “Oh, the app will tell me what to do because garbage in, garbage out,” right?

Pete Mockaitis
Well, so let’s talk a bit about that bit. So, regardless of the tool, if we want to achieve – okay, I guess there’s a two-parter here. First, let’s establish the goal. What is it that we want to happen? If we aspire to be “productive,” what does that mean and how do we know if we’re winning?

Mike Vardy
Well, I think it’s often an understanding of what you need to do and what you want to do. I think that those are two things that we need to really get. I know we hear a lot of like, “I have to do this,” and then to have two turns to get to, that could be a big leap for some people to say, “Hey, I have to go to work because I have to pay the bills,” as opposed to, “I get to go to work and I get to pay my bills because of it,” because that’s a pretty big leap.

So, I like to go down, again, reasons, down the middle and say need to, “I need to go to work because,” or, “I need to do this task because this will offer another need.” If you look at Maslow’s hierarchy of needs, I’m not going to go into that too deep, but that’s kind of where that comes from. I think that the key here is to understand, “Okay, all these things that are in my head, number one, are they in a place where I can evaluate it properly?” And this is nothing new. David Allen has talked about this, the idea of getting it out of your head so that you can assess it properly.

And then, instead of trying to measure your productivity by quantifiably how many things did you do, because a lot of the time we spent our energy and attention on things that we really don’t need to do or little or want to do, we just do that, and start to look at a balance between quantity of work and quality of work because we can’t just focus on quality of work necessarily either all the time because some things are going to come up, we got to bang some certain things out and urgency shows up, and there’s all these little things.

So, productivity is always going to be personal even in an organization. So, when you’re working in a large organization, you have to look at things from an objective point of view, right, like, “Our objective is to finish this project. Our objective is to make sure all these things are covered.” But then once you start to bring it down to the individual, it’s how they deal with it is very subjective.

One person may handle a task based on their energy levels. If they’re great in the morning, then they will tackle those high-energy tasks in the morning, and then maybe they’ll do their late lower-energy tasks later in the day. If they’re somebody that’s in lots of meetings, they may have to look at like the gaps of time that they have between the meetings and categorize their tasks, like, “Hey, these tasks will take me five minutes, these will take me 10, etc.”

And then other people might say, “Hey, you know what, I’ve got some block of time to do some really heavy qualitative work. I’m going to do it. I’m going to do some writing. Let me take a look at all the things that I’ve categorized as writing.” So, when it comes to being more productive, and not just doing productive, but being productive, it’s important to do like that front-end work first and say, “Okay, do I need to be doing all of these things, or am I just checking off boxes and saying, ‘Look, I checked off 43 boxes today. I must’ve been productive because look at how many boxes I checked off’?”

Versus setting themselves up in a way that they can say, “Okay, I’m approaching my to-do list now, and if I just look at it at face value, I’m going to be less productive because I’m not really assessing it and breaking it down to smaller components, so let me think about it. Oh, you know what, I am tired right now. Okay, so now this list of 43 things, I now need to start off with dealing with the 12 things that I can do when I’m tired, so let me start there.” So, it’s just about personalizing the experience. No matter whether you work for a big organization or just for yourself, and then trying to prioritizing in a way that suits your workflow as best as possible.

Pete Mockaitis
Well, so I dig these universal principles here then. So, we’re starting with a really clear picture of what you need to do in order to meet another core need. And then what do you want to do, I guess, think of that in terms of what is rejuvenating and fun and meaningful to you. And you want to get this stuff out of your head so you’re not just continually re-remembering it and forgetting it and stressing about what you may have forgotten, but you’ve got it somewhere else in app or a notecard or a list on paper. Any other kind of just fundamental principles like, “Hey, whatever your tools, you’ve got to make sure this stuff is happening”?

Mike Vardy
I think that the biggest thing, no matter what tools you’re using, I think I like to look at my work through the lens of the modality that I need to be in as opposed to the project I need to be working on. So, you want to have two kind of lanes that you can travel down when you’re looking at a to-do list or you’re looking at a project management software piece because their design, in the name itself, project management, so you’re almost kind of directed to look at the project in its entirety.

And the problem there is that there could be bottlenecks from other people, there could be bottlenecks from yourself such as energy levels, there could be all of these things. So, what you want to do is have the ability to do that for sure. Sometimes you need to go like, “Okay, I’m putting my nose to the grindstone working on this very specific project and, yes, I’ll be jumping all over the place while doing it, but the common thread is this project.”

But you need to look at another way to work, and that’s like, hey, and I talk like I’ve got five categories of mode-based work. So, I want to look at my tasks by resource. So, where do I need to be to do them? I need to look at them. Energy is another one. Let me look at it. I’ll look at all my projects and see, “Okay, what are all the things that I can do when I’m sick? Because I’m home sick today and I can’t do all the stuff, so let me look at that.” “Let me look at all my tasks by the type of activity because that promotes flow, right?”

If you want to do a bunch of research, it’s almost better to do the research that you need to do all at once because you get to that mindset, right? And then the other thing is just to say, instead of jumping, I’ll use the meeting example again. What often happens when people come out of a meeting and they only have, say, a half hour between that and their next meeting is they won’t go to their to-do list, they’ll go to email because email will tell them what to do but it’s somebody else telling them what to do.

Instead, they could look at their to-do list and go, “Okay, I know I have a half hour, let me look at all the tasks that I’ve decided that are going to take me five minutes or less and try to crank out six of them, or six or less,” that kind of thing. So, I think it’s important, and I believe it’s important, I know this from the work I’ve done with clients, is that you can’t just look at your to-do list at face value. You need to dig into it a bit more.

You need to almost, in some instances, break your to-do list down because, in some cases, you’ve got a to-do list segment that says, “Work on report.” Well, that’s ambiguous and that’s really a project. You need to break that project down into its smallest particles, and then segment it so that your to-do list, which may have grown from 43 visible things, or invisible things partially, to like 116 totally visible things. Then you’re going to need to look at it and go, “Okay, how do I look at this in a way that allows me to at least feel like I’m moving the needle forward?”

And that doesn’t happen overnight, it takes time. But once you start doing that, then you can feel that you’re being actually productive because your mind and your direction is being kind of propelled forward based on simple questions like, “How do I feel right now? How much time do I have? What type of activity do I want to do right now? Oh, I’ve been told I need to get on the phone right now. Well, what other things can I do while I’m on the phone?”

So, you’re not thinking in terms of just going down the to-do list in sequential order, instead, you’re kind of looking at it from a vantage of, “What modality am I about to go into that I either need or want to go into? And then, how can I group these things together so that instead of me having these little periods of downtime as I switch from task to task, I can actually just keep moving the needle forward?” It’s kind of like that movie “The Pursuit of Happyness,” right? You’ve seen that movie with Will Smith, right?

Pete Mockaitis
Oh, yeah. It’s been a while, where he’s selling those things.

Mike Vardy
Right. And he said, “I need to maximize my time.” One thing he doesn’t do, which I think is he didn’t do washroom breaks, so he didn’t go get up to drink water. I would not advocate for like dehydrating yourself while you’re working. But the one thing he does do, which I think is clever, is he never hangs up the phone. He just puts his finger on the – and this is, of course, back when people were definitely using more office phones as opposed to cellphones.

And so, what he did was he was putting the phone, you know, he just clicks on it, and that way he wouldn’t lose the three seconds or whatever it was, or two seconds, that it took for him to pick up the phone every single time. And then he went a step further and said, “You know what, this is also a waste of my time. I’m not going to start at the bottom of the list, instead I’m going to go right to the top.”

So, that allowed him to do that because he was thinking about his work instead of just going through the motions as they were given to him by his superiors who seemed to know better because that’s the way it was always done. You have to challenge those biases, and that’s when you can be truly productive, and that’s when you can start to see outcomes that you never expected because you’re challenging some of those biases that are either kind of thrust upon you or that live within you.

Pete Mockaitis
Well, so let’s talk about these five boats here. So, we get like the resources are available, may be the phone, may be the internet, may be a computer.

Mike Vardy
Or a person. A resource can be a person too, right?

Pete Mockaitis
Sure. Yeah. And then we got the energy, hey, we’re feeling sick, we’re feeling energized, we’re feeling creative, or we’re feeling lethargic. We got the type of activity in terms of, “Hey, is this research?” And then we’ve got the time available. What’s the fifth one?

Mike Vardy
The fifth one is actually what I teach clients, I call it theme-based. The way I structure my time is I give every day, and, again, not everyone does this when they start working with me. They give themselves one, a daily theme. So, when I wake up first thing in the morning, I don’t say, “What am I going to do today?” I ask myself, “What day is it?” And, today, as we’re recording this, it’s a Thursday, so I’m like, “Oh, it’s Thursday.” Well, Thursday, the theme is learning, “Okay, so what learning am I going to do today?”

So, I’ve already kind of whittled down my to-do list a little bit by saying, “Hey, today is learning day,” and then I can look at my much larger to-do list in a much more segmented way. So, basically, the acronym is TREAT, theme-based, resource-based, energy-based, activity-based, and time-based. So, when you work by modality, you are treating yourself and you’re working much better.

And the themes don’t have to be daily either. There are some people who they can’t do a daily theme at least at work. They certainly can at home. So, what they’ll do is they’ll do what I call a horizontal theme which is, “Oh, it’s 9:00 o’clock. And from 9:00 to 11:00, I focus on research, or I focus on communication, or I focus on administrative work. And horizontal themes are often used when I talk with clients for things that they can’t just like wait an entire week, or they need to do daily, so they block out, say, an hour or two of that time to focus on that kind of stuff.

The great thing about themes is they’re very personal. I have some clients that don’t do daily themes but they have, from 8:00 a.m. to 12:00 p.m., they have what’s called serving mode, so they tag their tasks as serving, and it’s the tasks that every else needs them to do. And then they go for lunch. They come back from lunch from 1:00 to 5:00, they go into self-serving mode, which is all the tasks that they need and want to do.

And because they do that, what happens is any of the tasks that end up being self-serving are often serving others anyway. So, they’ve got this flow and then, instead of looking at this massive responsibility list, they could say, “Okay, well, the mornings I’m going to take care of what other people really need and want from me, and then in the afternoon, I’m going to take care of what I know I need to be working on, which often is what other people might need as well.” So, it creates just less friction and more flow.

And so, when you work by modality, and theming is one of those great things that kind of adds to it, then you’re really crafting your time in a way that works for you.

Pete Mockaitis
And what I think is really reassuring about that is, one, you’re sort of like, “Well, I work in an hour. I don’t know. I got 90 things I could choose from.” It’s like, “Okay.” Well, by segmenting it, it just gets sort of simpler in terms of less decision-making and I think you can feel more comfortable. This is how I feel at times, it’s sort of like if there’s not a designated place for some stuff that needs to happen, there’s almost like a low-level anxiety or panic in terms of, “I don’t know if I’m ever going to get to do the things that I want to do. I’m a suffering servant and a martyr at the whim and mercy of all of these requests from all these people.”

In terms of like, “Well, no, this is the time that I do my stuff,” and I dig that. So, that’s a cool way to theme that. I think it can really be handy. And I also want to get your take, when you said there are sort of a different sort of brain space or mode, like research, when I kind of cluster a number of research-type activities together because then your brain is in a research mode. I know that there’s maybe an infinite number of kinds of mental states we can catalog. But do you think of, shall I call them sub-modalities, huh, sub-modalities for activity types that tend to, you’re like, “Yeah, this is like a cluster of related brain function, and here’s another one”?

Mike Vardy
So, let’s use this as an example. Today is my learning day, right? So, that’s also an activity, right? So, it’s not only my daily theme, but it’s an activity. So, I can say that today is my learning day, and then the activity mode I want to go into is researching. Now, they could be mutually exclusive, but learning doesn’t have to be necessarily super active. It can be, “I’m going to go just discover things and notice things.” Whereas, research is a bit more deliberate, “I’m going to dig into these things.”

So, what happens with—you can get very personal with these, like you can get as narrow as you want with them, but what a lot of people will do, especially in apps, like we were talking about earlier, is they’ll use two or three modes per task. They’ll say, “I need to read Ryan Holiday’s latest book,” so that’s researching mode and it’s learning mode and it’s also, let’s say, deep work which is a type of energy level, right?

So, then they can decide, it gives them a bit more options as to say, okay, for me—I’ll use me as an example—I could do it on a Thursday, I could do it whenever I want to research something, or I could do it, and Friday is my deep work day, I could do it on Friday. So, you can kind of use the different modalities with each other to kind of create this easier way to filter or give you multiple options to filter.

What I kind of liken this to is the Goldilocks factor. I call it the Goldilocks factor which is if your modalities are too wide, then you don’t filter your list enough. So, like home might not be the best modality if you work from home because it’s not just the home, it’s your home where you live, so that might be too wide. Whereas, if you were to say third drawer in dresser, that would be what I would call too narrow, like you’re going to run out of things to do, which means then your brain goes, “Well, now what?” And then it wants to go do the random things that the brain wants to do because it doesn’t want to do hard work, right?

So, you want to find that like just right factor. And for some people, like for you, you might say, “Hey, I need a very specific kind of thinking modality that’s very specific,” and you might have enough tasks in there to fill it which means that that’s going to work for you. But, for me, deep work is just right. If I have it too wide, if I was just to say qualitative work, oh, my goodness, that could be miles long. So, it’s about just figuring that out.

And when I work with clients, and when people follow my work, and they listen to – I have a daily podcast as well called Three Minutes of TimeCrafting. I kind of try to distill that down a bit because, again, this is something, when you start to adopt TimeCrafting, which is this methodology that I teach, it feels overwhelming at first, and people go, “Oh, that’s too rigid. It seems inflexible.” But you don’t have to adopt it all at once unlike other ones that I’ve tried.

And also, I would caution against it because one thing goes wrong, and you probably encountered this too, if one thing goes wrong, you’re like, “Well, this won’t work,” and you just throw the whole thing aside, right? So, that’s the way I look at it, is you can have very specific, as specific as you need, these modes to be, or you can have them as broad as you need them to be. And they can evolve over time too.

Pete Mockaitis
And what’s interesting there is that these aren’t just arbitrary, “Hey, this is a dorky fun thing we like to do is to add categories to stuff,” but rather it is useful in the sense of, it’s funny you mentioned that Friday is your deep work day. And my internal reaction was, “That is insane. I would never make Friday my deep work day because, Friday, I’m tired from two kids under two, and sleep deprivation, and four intense work days, and I want my deep work day to be Monday when I’ve rejuvenated from a Saturday and a Sunday, and I can like go and do like the hardest, trickiest thing the world has to offer.”

And so, there you go. It’s personal. It’s like neither one of us is right. I imagine you’ve got your reasons and your personal preferences and values and environmental contexts that make that a very sensible choice for you and it would be a poor choice for me.

Mike Vardy
And the great thing about that is my deep work day wasn’t always Friday because when my kids were younger, and I was home, the person who’s working from home, I was in the same boat as you. But now my kids are older, they’re normally out and about on Fridays. I try to take care of business Mondays through Thursdays, and then on Fridays, I’m like, “I don’t want any meetings. I just want to be from 9:00 until 2:00 or 3:00, I’m just focused on the deep work.”

And I also include some deep conversations with friends. So, again, my definition of it isn’t just like, “I’m going to focus on like just sitting in my office all day doing deep work.” Sometimes it’s, “I’m going to go have coffee with a friend. While having coffee with them, we’ll have some deep conversations.” So, again, it’s all how you personally define it.

The one thing that really made me buy into the idea of theming your days is when I wanted to move my deep work day which I think was on a Tuesday before. It wasn’t a Monday because Monday was like my admin day. All I had to do was take that deep work day and move it to Friday and the tasks migrated there naturally because they were tagged as such. So, I just knew to look at the deep work tag on Friday now instead of Tuesday. So, instead of like changing the due dates and all that stuff, it was just a natural migration for me.

And, again, I know clients that have creative days, and two of those days per week rather than just one, right? So, you can make it work for you the way you want. You could theme one day. You could theme seven. You could have all horizontal themes. You could say, “You know what, Mike, I love these five categories of modes, but I’m really into time.” Great, then just use time. You don’t have to use them all. You just have to figure out what works for you.

And then, when it comes to health and nutrition and fitness, if you keep doing the same exercise over and over and over again, your body will adapt to it and won’t be as tough to do it, and you also won’t see the results. The results will start to change, right? That’s why they shake up your exercise. That’s why when you’re on a food program, they start to do that as well. They’re like, “Oh,” in fact, I’m on one right now, and my nutritionist is like, “Guess what? We’re changing some of your nutritional stuff.” I said, “Why?” They said, “Because you’ve plateaued, like there’s nowhere for you, so we have to change things up to kind of shock the system a little bit.”

So, productivity is a lifestyle. It’s not a diet, it’s a lifestyle, and that means that things are going to evolve. And you know what, when your kids are in school, you may say, “Monday, I need to leverage that for this, and Friday is going to be my family day.” My buddy Chris Docker does that, he takes Fridays off. He calls it family day. So, again, that theming can really help because it helps you, like you said, remove decision fatigue and it promotes flow over friction for sure.

Pete Mockaitis
And I’m just thinking about the shifting, it’s like I’m usually not very good in terms of like if I’ve been sort of deep into sort of a spreadsheet evaluating an opportunity and the implications and possibilities of an initiative, and I’m thinking hard about that for like 70 plus minutes straight, and then someone wants to chat about some emotional like stuff, it’s like I feel like I‘m really sorry I’m not effectively here for you because I’m still with the spreadsheet. But if you have a little bit of separation, you got less dramatic shifting of your whole kind of brain state whiplashing it back and forth.

Mike Vardy
And that’s the thing, if you were to say, “Hey, Mike, can you talk to me tomorrow?” which is Friday, I would say, “I’m sorry, no, I can’t,” like, immediately. Like, there’s no friction in my own head. It’s understood and the brain has created this pathway that knows that Fridays I don’t do meetings. And there have been exceptions to the rule, like that’s the thing, is that you have to be flexible enough to have exceptions to the rule, but you don’t want those exceptions to become the rule because then the theme starts to fall apart.

So, if I have a client, like let’s say I missed a meeting with a client the previous week, let’s say I’m sick, and they’re like, “Well, we can’t do any of the meeting except next day.” I’m going to do the meeting, right, because it’s not on them, it’s on me. That said, if they cancel the meeting, and they say, “Well, could we do next Friday?” they’re likely going to get a no because now I have to decide where that boundary lies, and that’s what all of this is. It’s all about creating boundaries that you are willing to live with, and then sticking to them, because if you don’t stick to your own boundaries, you can’t expect anybody else to.

Pete Mockaitis
Right. And I know the professionals listening here will say, “Well, that’s nice for Mike who has his own thing. I’ve got a boss and teammates to contend with.” But I think that you may have less kind of leeway to establish whichever boundaries you care to establish, but you still have some. And I think that people can often appreciate it, like, “Okay, cool, yeah. You know what, I like that you’re being so thoughtful about your day and your time and using it to maximize kind of what we’re up to. So, yeah, I understand your rationale. That works for me and thank you very much.” Now, you might also get some folks who are not as understanding, but I think it’s worth a shot especially when it’s powerful and meaningful and impactful.

Mike Vardy
And that’s why when someone says that, and believe me it’s not the first time I’ve heard that, again, don’t do all of it. You don’t have to theme every day. Start at home. I‘ve had people say to me, like, “There’s no way I could theme my days.” And I said, “Well, when do you do your grocery shopping?” “Well, Saturday or the weekend.” “Okay, when do you do your housework?” “Oh, normally on Saturday or the weekend.” “So, what about laundry?” “Well, yes, Sunday or Saturday.” I’m like, “So, what you’re saying is like Saturday or Sunday it’s kind of like the day you do household stuff?” “Like, yeah, mostly I would do it.” “So, household day would be like Sunday or Saturday?” And then, all of a sudden, it’s like, boom! They’re like, “Oh.”

Again, you’re already doing it in some instances. Just own it. Just define it. Because once you do that, then there’s no ambiguity and there’s no confusion. So, if you have a burnt out lightbulb in your home office, or you have to do something, and you’ve got this honey-do list, let’s say, if you want to call it that, you’re like, “Hey, you know what, I know this needs to get done, I’m going to get out of my head. Where do I put it? Oh, Saturday is household day. Great, I’ll put it on household day.”

So, you’ve got to get those biases out of your way because what most people will do, and I’m generalizing it, but I hear it a lot, “There’s no way I could theme my days.” I’m like, “Well, could you try with one? Could you try with a certain period of time?” Clearly, we’ve had theme times in our schooling. We know what a lunch hour is. That’s a theme to time block. It’s not like they don’t exist. It’s just you have to be able to say, “Okay, you know what, I’m willing to put a boundary here. Just here. Just in this one instance based on my situation and let’s see how it goes.” And then take it from there.

You can add more, evolve it, whatever you need to do, but don’t just dismiss it out of hand, like you said, without trying it because it’s worked not just for me, who works from home, but I’ve worked with executives who are the boss, as well as middle managers who are not the boss, and they’re managing up and down. So, it can work, it’s just you’ve got to figure out where your just right is.

Pete Mockaitis
Well, boy, we’re having fun and we’re short on minutes, but I must ask. So, let’s talk about motivation for a moment.

Mike Vardy
Sure.

Pete Mockaitis
What are your top suggestions for keeping the motivation going strong and minimizing the risks that you’re going to burn out?

Mike Vardy
Well, I think, again, when it comes to that, journaling is such a huge component. And, again, I don’t know that a lot of people talk about this. We’re hearing more about it. We’re hearing more about journaling but not when it comes to productivity as much as I’d like to see. I think that when you look at your to-do list and your calendar, it gives you kind of a broad strokes of what your day looked like but there’s no story behind it. You can look at your calendar, and say, “Oh, I had a meeting at this time,” but you’re not going to chronicle your feelings about it, or you’re not going to say, “Hey, what worked and what didn’t.” You’re generally just going to see it and then you’ll try to, again, remember what it was like.

So, I think that when you want to keep yourself motivated, and there’s two types of motivation that can happen here. Either the motivation of the negative components can motivate you or the positives, whatever. Again, there’s no right or wrong way to keep a journal or to chronicle or a daily log or whatever you want to call it.

But I think that taking five minutes at the end of your work day, or at the end of your day in total, is a good way for you to get perspective on what’s going on in your world and realizing, A, we have way more time than we think, and, B, every day is a scholar for the next day. I can’t remember who said that, a Roman scholar said that. But that’s what it is.

And the more you journal the less likely you’re going to have to do that big massive review like two weeks down the road or a week down the road because you’re kind of keeping yourself course-corrected as you go. And, again, like people have said, “Oh, well, how should I journal?” I don’t know, it’s the same reason I don’t know what app to use. Use an app, use paper. If you need prompts, there’s plenty of places to find prompts. Use your theme days as prompts, “Hey, today’s daily theme was learning. Okay, did I do learning today? Yes. Oh, great. What did I learn? No. Well, why not?”

There’s always something, the story you can tell. You don’t know what to write about? Look in your phone and see what photos you took, right? Scan through your email and see what email you responded to. There’s always something. But it’s that story that matters because it’s the story that’s going to motivate you to either make a change or keep going.

Pete Mockaitis
Gotcha. Thank you. Well, now, Mike, tell me, a couple of your favorite things. How about a favorite book?

Mike Vardy
Oh, boy, there are so many good ones. Getting Things Done is the book that kind of got me into productivity in the first place, so I’d be remiss if I didn’t mention that. I like Steven Pressfield’s The War of Art. I love Pressfield’s stuff. And I really like Ryan Holiday’s The Obstacle Is the Way. I like the stoicism introduction kind of was the reasoned approach to things that was. So, his book The Obstacle Is the Way, and Ego is the Enemy, as well, I’d say that those are kind of the ones that I return to quite regularly.

Pete Mockaitis
And I know that you have evolved beyond it’s all about the tools but, tell me, what are some of your top favorite tools that you personally have to be digging right now?

Mike Vardy
So, I’m really liking this app called Front because it’s kind of that bridge between email and task management that I’ve been looking for, for a long time. I can assign emails to my team members right within the app, I can comment on them, so I can kind of keep my communication silo external to my project management which is what we used Asana for, but I can integrate them if I want.

So, Frontapp.com is it, and it’s iOS and web-based. I’m really digging it right now and I’ve only really scratched the surface of what it can do, but it’s really kind of been the thing that’s allowed us to keep emails that we don’t necessarily need in our project management app, and yet keep moving the ball forward with certain things there. So, I’d say that’s probably the one that I’m digging into most right now.

Pete Mockaitis
And is there a particular nugget you share that really seems to connect and resonate with your listeners, and readers, and clients?

Mike Vardy
Stop worrying about due dates and make every day a due date. So, theming helps with that, the idea that when you think about it, and I’ve got monthly themes, and I talk about that as well, but people tend to focus on the, like, “This is when this thing is due, so I will let that sit there and let it kind of linger and linger. And, oh, no, tomorrow it’s due,” And then they go and do it. As opposed to taking a little bit of time every single day and just doing it.

And so, I dropped that in my TEDx Talk and it was kind of one of those things where people are, “Oh,” it’s like a little bit of a hum for them. So, I’d say that that’s one. Think about your taxes, right? If you start working on your taxes at the beginning of January rather than the beginning of April, how much easier would your taxes be to do.

Pete Mockaitis
Gotcha. And do you have a final challenge or call to action for folks seeking to be awesome at their jobs?

Mike Vardy
Yes. Look at your tasks or your to-do list and ask yourself, “Is this the smallest that this task can be? Is there a smaller level? Are there smaller particles to this thing?” Because when you do that, then it makes it easier for you to kind of categorize them and move the needle forward a little bit on each one, as opposed to the work on report that you leave on your to-do list and then leave it unchecked because you didn’t finish it. Whereas, if you were to write 100 words for the report, or do research for the report, or spend 30 minutes on research for the report, that’s something you could check off.

That’s the kind of thing that you can do to keep yourself moving forward because you need that encouragement, you need to see that you’re moving the needle forward daily because when you see that, then it makes the work rewarding, and it makes you feel like you’re actually being productive instead of just checking off boxes with the hope that what you’re doing is actually getting recognized and happening on a daily basis.

Pete Mockaitis
Awesome. Mike, this has been a real treat. I wish you lots of luck and fun and keep on doing the good work.

Mike Vardy
Thanks so much for having me, Pete. I really do appreciate it. And I hope there was a lot of value in what I had to share today.

461: Tactics for Boosting Productivity and Banishing Distraction with Erik Fisher

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Erik Fisher says: "You can't get everything done; not all the time, not every moment."

Erik Fisher shares tips and tricks to optimize your productivity without driving yourself crazy.

You’ll Learn:

  1. Tricks to reduce your smartphone dependency
  2. The small habits that create big results
  3. Why it’s okay to not get things done

About Erik 

Erik is a Productivity Author, Podcaster, Speaker, and Coach. He talks with real people who practically implement productivity strategies in their professional and personal lives. You’ll be refreshed and inspired after hearing how others fail and succeed at daily productivity and continue to lead successful and meaningful lives.

Resources mentioned in the show:

Thank you Sponsors!

Erik Fisher Interview Transcript

Pete Mockaitis
Erik, thanks so much for joining us here on the How to be Awesome at Your Job podcast.

Erik Fisher
You’re welcome. Thanks for having me.

Pete Mockaitis
Well, I’m super excited to dig back into the goods. And I want to hear, you know, it’s been a couple years. What have you learned about productivity in that time? Or is there anything new you’d picked up or anything you decided you’ve abandoned, like, “Hey, on second thought, I don’t like that idea anymore”?

Erik Fisher
Oh, my gosh. Things change and yet, at the same as things are changing, they stay the same. One of the key things for me is, I don’t know if you’ve noticed this, but there’s a lot of people who’ve come out with, say, like, daily or weekly analog, meaning handwriting-type planners, you know, chucking the digital system, if you will. And, for the most part, I like that idea. I like working in analog. There’s something very satisfying to that.

A friend of mine, he’s like, “Hey, I have a digital planner and I use my Apple Pencil in it,” and I’m like, “Okay, cheater.” But, for the most part, I have still stayed digital in terms of my list and my projects and things like that. But I have gone to almost completely 100% paper books.

Pete Mockaitis
Oh, interesting. So, no Kindles or e-books of any sort.

Erik Fisher
Now, I have the ability to do it and I will still look at articles. Like, I do have an iPad, the latest version, the 11-inch Pro, and I really like it. I use it for content consumption and I don’t turn it and use it like a laptop or anything like that. I like that it’s not a desktop or a laptop or a phone. And by leaning into using it that way as a tablet, a digital window interface, whatever, to all my documents and things like that, whether it’s work-related or consumption-related, reading articles. I lean heavily into that and then, by doing that, I feel like that ease of use, of using it as a multipurpose tool like that, I then don’t spend as much time on my phone. You know what I mean?

Because if we constantly have that thing on us with all that stuff with us at all times, we feel like we have to use it all the time. And I’ve been trying really hard to get my time spent on phone down because the majority of the time that I’m spending on it, I found, was very unintentional passive use that was just eating into my time.

Pete Mockaitis
Now, that’s intriguing right there. So, you’ve made a conscientious effort to reduce time on phone and you’ve seen some positive results in doing so. Could you maybe quantify that a little bit for us in terms of where were you before, and where are you now, and did you do anything else that made a real big difference in helping with that initiative?

Erik Fisher
Yeah, so a friend of mine also was noticing this and not only that, but having read Cal Newport’s most recent book that he came out with, Digital Minimalism, and talking with him for my show, we both said, “Hey, you know what, what if we went for like…?” So, the period of Lent comes up and we decided to say, “Well, what if we just…? Like, we can’t quit our phone and not have it on us, but what if we quit using our phone for every little thing, and just see what we can get away with?”

So, we sat down together and we started cataloging all the different apps. It was kind of a challenge between the two of us to see how many we could offload or delete, and what was the bare minimum of installed and active apps we could have on our phone, and how far we could get with doing that. And it was amazing because, after having done that –

I have an iPhone. I’m not sure if you’re familiar with the iPhone’s ability to offload an app. It means that you can remove an app, the app will stay there and your credentials, and you’d be logged in and all that, but you have to click the download button again, and it then fills in the hollow shell of an app that is sitting there with all the content again. So, effectively, you can’t use it without re-downloading the app, which is like a safeguard or a boundary from you using the app again.

Pete Mockaitis
So, it sort of keep all the info that you’ve stored about your login and your historical data, but it’s not kind of taking up any space, and it’s a little harder to get to because you’ve got to spend that time to re-download it.

Erik Fisher
That’s exactly right. So, effectively, yes, the shell of the app is there, the inside of the app is not there except for, again, it maintains all the logins and things like that. So, we went through that and we checked in with each other about three days in, and we said, “How much time are you using it?” I was like not even carrying my phone with me at that point. I have my Apple Watch on me, and I would respond to a text through that, and phone calls, I would still do those. Are people still doing phone calls? Yes, they do.

Pete Mockaitis
Or text me first.

Erik Fisher
Yeah, exactly. And I just noticed that suddenly I wasn’t reaching for it every 5 to 10 minutes to check something or look something up, etc. And that’s not to say I wasn’t allowed to look something up somewhere, like on a desktop, or even on my iPad, but I wasn’t allowed to do it on my phone. And by breaking the phone being on me and ever-present and always able to be dove into as this dark pool of information that I could always access—you just don’t understand!

Like, when you have that on you at all times and you can always jump in, then you constantly will. And because you constantly will, then you will even when you do or don’t want to. And so, it’s really about cutting way back to the point where, then, it’s almost like, think of it as a digital diet metaphor for a physical diet. It’s like you can enjoy the stuff that is bad for you on occasion as long as you’re not eating it constantly all day every day, which is what we are doing digitally.

Pete Mockaitis
Yeah, well-said. I like that. And what was so cool is you made it sort of like a challenge and you had some accountability there, a buddy, and you sort of reframed, I guess, what triggers your reward centers in your brain. It’s not like, “I am so powerful because I have so many apps, I can do anything.” But rather it’s like, “All right, let’s just see how disciplined I can be and how winning is now reducing apps instead of having more apps and feeling powerful as a result of having those apps.”

Erik Fisher
Yes, exactly. And then, of course, the time period was over when we could add apps back on. And, honestly, it was like, “Well, wait a second, I just never came back.” There were months later where I would suddenly be looking for an app on my phone, I’m like, “Wait. Didn’t I have that app?” And I realize I had never put it back on, and it had been months since I’d last used it, so why was it on there? “Oh, just in case.”

Pete Mockaitis
Yeah. And that slows you down too. Like, the actual, I don’t know a ton about how all this hardware devices worked. But it seems like in my experience, generally speaking, the more stuff you have installed, the slower things run. Is that fair to say for the phone as well, the number of apps?

Erik Fisher
Potentially. I think Apple would say, “No, no, there’s nothing different with it. Buy the biggest one and install as many apps as you want. There’s an app for everything.” I don’t know. I would say here’s the thing, that means you have subconsciously maybe a need to organize all those apps in different places so you’d know where they are and have the ability to use them quickly. So, in other words, it’s digital clutter on the phone that you then have to deal with, which is also taking up time, mental RAM.

So, all in all, I came out the other end and I started using my phone a whole lot less. And, even to this day, I use it more but I think I cut way back. Again, I need to do a revisit, not maybe as drastic or strategic. But, again, one of the things that I was doing was there were certain apps, like the weather app, where I realized, “You know what, I can offload it on my phone but I can literally lift my wrist on my Watch and the weather is right there.”

And so, it’s different. It’s a different feeling. In other words, it’s a different – what’s the best way to put it? It’s a different meeting of a need. In other words, that’s the thing, I think, I’m trying to get at here, is you have to be careful about how you’re meeting certain needs because, then, you start to rationalize everything as a need.

Pete Mockaitis
Well, yeah, it feels that was a big lesson that could be applied to a lot of things.

Erik Fisher
Yeah. So, you can rationalize doing your email on your phone. And some people were like, “Wait, what’s wrong with that?” And I’m like, “Dude, you have no idea how doing email on your phone can become this thing where you’re always doing email on your phone and then switching over to, “Oh you’re texting, switching over to listening to a podcast, switching over to…” Do you see what I’m saying? Like, switching over, switching over. Like, you are sitting there, hunched over with a horrible posture, and/or walking and talking, and doing something. You are basically tricking yourself with that phone into thinking you can multitask. And, again, you can. You’re just task-switching and you’re bifurcating and fragmenting your attention.

And, actually, that was the biggest thing right there was just this calm sense of, “I don’t have to reach for anything on that phone because there’s nothing there I am missing out on at this moment,” unless a rant, of course.

Pete Mockaitis
Well, that’s beautiful in terms of describing that feeling and transformation and how that unfolds, so that’s cool. Well, hey, that’s what you’ve learned recently, and I appreciate you sharing it. Last time, we talked a lot about energy management being key to productivity, and so I want to cover some other pieces of productivity goodies from you this time.

I did a big listener survey, and a lot of folks were bringing up distractions, whether that’s internally from you’re tempted to go do email, or check your phone, or whatever, or externally, in terms of folks dropping by your desk, saying, “Hey, Erik, you got a minute?” or whatever. So, I’d love to get your take in terms of what have you found, in your own experience and from interviewing so many people, are really the best practices for maintaining clarity and focus?

Erik Fisher
So, I’ll refer you back to what we just talked as being a huge factor in that, first and foremost.

Pete Mockaitis
Just managing that phone, yeah.

Erik Fisher
Managing the phone and as well as what the phone is doing to you. Because if you feel like you need to reach for your phone when you’re sitting at your desk constantly, then you are effectively training yourself that it is okay to pick it up over and over and over and interrupt yourself, let alone weaken your ability to deal with any of the other stuff that are thrown at you from external.

Pete Mockaitis
Well-said. So, you’re actually harming yourself, you’re weakening your capacity to resist distraction because you are continually giving in.

Erik Fisher
That’s exactly right. Like, if at any moment you ever feel slightly bored—like my kids are saying—or hungry, or whatever, and you decide to go do something mindless, or go walk into the kitchen and open the refrigerator, it’s like opening the refrigerator door. Like, if you train yourself that that’s okay versus having something prepared that you know is your “snack for the day,” then there you go, then you’re going to go pull out, I don’t know, fill in blank here, of what you should not be having as a snack, you know?

So, the more you train yourself to go the opposite direction or the way you should go in terms of your habits, you just find it easy to get distracted. So, first and foremost, that’s number one, with the phone, because it’s tied in to that. Then, number two, in terms of distractions, gosh, there’s a couple of different things that I have found that really, really helped. I don’t know if I’ve mentioned the system, the audio system that I use, last time, that helps with eliminating distractions.

Pete Mockaitis
Is it Focus At Will?

Erik Fisher
It is Focus At Will. Well, I have changed.

Pete Mockaitis
All right. There we go.

Erik Fisher
Now, don’t get me wrong. I have a lifetime membership to Focus At Will but I’m not using it. I found one that I like better and it’s because it does multiple things. It’s not just focusing yourself. It has to do with brainwaves and the sound of the “music” or the—

Pete Mockaitis
You quote music. Strong praise, right?

Erik Fisher
Well, that’s the thing. Yeah, because technically it’s not music. It’s a—

Pete Mockaitis
Sound.

Erik Fisher
–Composition. Right. And so that’s the thing. But, that said, it’s still you don’t get into it like, “Oh, man, I love this song,” kind of moment because of listening to it. And if you did, then it wouldn’t be working because it would be distracting you because you’d be like, “Oh, man, I love this song.” It’s called Brain.fm.

Pete Mockaitis
Okay.

Erik Fisher
It can do all of those stuff we talked about the Focus At Will can do. It eliminates the blinders, sorry, it puts up the blinders so your flight and fight mechanism kind of gets lulled into sleep. Essentially, it’s backed by science. It gets you to a place where your brainwaves are in position to hold focus stronger and longer when you’re doing work. And not only that though, it can also be used for meditation, or calming yourself down, or even sleep, so you can listen to it, take a nap and get a better sleep/nap by using it.

And by having that extra stuff and having it, again, I’m not talking bad about Focus At Will, but Brain.fm, which is leaps and bounds ahead of them when I found them almost a year ago, that I signed up immediately. And, in fact, they gave me like codes, not a code but a link, to let people get like 20% off for their whole first year, and people have been loving jumping on it.

Pete Mockaitis
Are you allowed to, are you able to share this in a public forum?

Erik Fisher
Yes, I can.

Pete Mockaitis
You can’t do this to us, Erik.

Erik Fisher
I gave it a pretty link so that it would be easier for people. So, it’s BeyondTheToDoList.com/brainfm.

Pete Mockaitis
Okay. Cool. Well, that’s intriguing. I mean, I love…well.

Erik Fisher
And you’ve used Focus At Will before.

Pete Mockaitis
I have used it and I appreciated what they had, but I also had kind of found a focus playlist I created, and I thought, you know, in a way it was almost because my focus playlist had gotten so many kind of repetitions of, “Oh, hey, it’s time to focus.” I listen to the focus music and I focus, that it’s kind of like ritualized and accelerated the process of having sound focus me. So, that’s kind of why, in my particular instance, the Focus At Will almost had enough hill battle against an incumbent. But what you’re saying here is, “Hey, Brain.fm does more than just that.”

Well, if we’re talking about me for a second with rituals and focus, like I enjoy, because I’ve got two kids under two, and I’ve got a home office in an enclosed porch, so I upgraded it to get a real nice sound-blocking door, but sometimes it doesn’t block enough sound. So, I’d like to put in earplugs, plus Bose noise-cancelling headphone, plus either the focus playlist, or we had a previous guest who talked about, she listens to Star Trek: The Next Generation engine idling noise as white noise.

Erik Fisher
Beautiful.

Pete Mockaitis
So, I found that and I use that sometimes. And so, that’s been the groove so far. But I’m intrigued by Brain.fm for that context as well as, hey, the power napping and more.

Erik Fisher
Yeah. So, I can tell you, one thing about the napping, as well as even the overnight sleep, which that’s a little bit tricky to do but I figured that out. Basically, you put it on as an app, and then it allows you to download an evening of Brain.fm sleep alpha wave patterns. Oh, I know where I was going. I was like, “Where was I going with this?”

When I talked to the guy that’s the head of it on my show, I told him, “I go to sleep listening to music, always have, since about junior high.” And I said, “It helps me fall asleep faster. Now why is this different?” And he says, “Well, number one, you listening to music as you go to sleep is a ritual, so it’s triggering your brain as you lay down in bed that it’s time to go to bed. And so, you’re still going to find that this has that power to it because you’re still going kind of through the ritual.”

However, the difference between Brain.fm and listening to regular music is that this is going to get your brainwaves into where you want them to go, which is deeper sleep, faster, and then keep them there because of the way that, again, I’ll use the word music, the way that it plays and it works and it keeps you calm and all that.

Now, the other thing that I have found is me, putting on my Bose noise-cancelling headphones, even if no one’s home, and turning it to the meditation or the calming setting, and doing 15 minutes of even if I’m just sitting in my desk, at my desk, in my desk chair, closed eyes or not, and just kind of breathing, “it gets you there faster” in terms of calming down and taking a break, and being able to then jump back from that more refreshed.

Pete Mockaitis
Cool.

Erik Fisher
So, there you go. So, yeah, again, that link is BeyondTheToDoList.com/brainfm. They gave me that link and said, “Hey, if your listeners ever want to listen, try it out, they can try it out for free.” And if they sign up, which it’s not expensive.

Pete Mockaitis
Yeah, I thought it would be more but I clicked pricing, I always make a guess before I actually click pricing, and it was well below my guess.

Erik Fisher
Brain.fm is cheaper than the one that I was using that I have for lifetime anyway, which is Focus At Will. Brain.fm is cheaper, and I was just like, “Oh, gosh, this is a no-brainer.” But you can get 20% a year with them, which is great.

Pete Mockaitis
Well, very cool. All right. Boy, you’re delivering the goods. So, we’re going to talk about specific means by which you are maintaining clarity and focus. We talked about the breaking of habits with the phone and the reduction of apps and such. We got the Brain.fm. Any other biggies?

Erik Fisher
Let’s see here. So, I have one other one that’s a secret weapon.

Pete Mockaitis
I’d like if you disclose.

Erik Fisher
I will. I don’t know if you’ve ever talked with Jaime Masters before.

Pete Mockaitis
I know the name and the face but we’ve never talked.

Erik Fisher
So, she was on my show again recently. She and I did not plan on talking about this, but she shared this with me. She was doing these group mastermind things where she’d get people to come to like a big, a giant Airbnb somewhere, all these different leadership people and whatever. And they’d do these surveys afterwards, and people would ask them, she would ask the people, sorry, “What were the things that stood to you the most?” And she, embarrassingly, shared with me that the thing they were talking to her about was they would say, “Jaime’s drugs.” And she was like, “What? What are you talking about?” And she says, well, because she would bring something called nootropics with her.

Pete Mockaitis
Yes.

Erik Fisher
So, have you heard what this word is?

Pete Mockaitis
I’ve heard of nootropics. I’ve been a little spooked to ingest them myself.

Erik Fisher
Yes. So, here’s the deal, she had no idea that I had already tried one, yeah. And what I did was, basically, it’s called Alpha BRAIN. And she was like, “Oh, yeah, that’s one of the best ones.” And she said, “Here’s the thing, on Amazon you can go to the reviews, and it’s either, ‘This was amazing. It worked amazing for me,’ or, ‘This did nothing for me,’ and it’s really based upon who you are and your brain chemistry and all that kind of stuff.”

Pete Mockaitis
Yes, they got even three stars out of over a thousand reviews. Lovers and haters.

Erik Fisher
Yeah. And so, she said, “Here’s the thing, the issue with that one is that it works great for some people and does nothing for others, and it’s not inexpensive to get a hold of it, to start with, and try out and everything.” I said, “Well, hold up. They actually sent me some for free to try.” And then when it worked, because it did, and I’ll explain what it felt like in a second. She said, “Oh, that’s awesome.” And I said, “Yeah, I even wrote the guy back and said, ‘Hey, could I have a little bit more?’” in true drug, you know, the first one is free, so, “Could I have some more?”

And, anyways, what it came down to they had actually realized that if they could get it in the hands of the people to try out cheap, then people would actually notice that it worked or not for them and then order more. And so, basically, I have a deal on this one too where people can get it. They can get a bottle of it with like 14 pills of it, and even just taking one a day, or even two a day, is enough to see if it’s going to affect you at all, and you pay like five bucks for the shipping and that’s it.

Pete Mockaitis
Well, so I’m intrigued. And I guess what’s kind of kept me out of this is like, “Is it addictive? Is it dangerous? Is it, you know?” And it’s like, well.

Erik Fisher
No and no.

Pete Mockaitis
Okay.

Erik Fisher
Here’s how I’ll explain it. So, I was concerned with it. Let me first say this, before they ever approached me, and before Jaime and I ever had talked about it, months ago I saw in an Instagram story Michael Hyatt holding the bottle and saying he was taking it and loving it.

Pete Mockaitis
There’s something about Michael Hyatt, he’s such a standup guy. It’s like, “If Michael Hyatt takes this, it must not be dirty.”

Erik Fisher
Exactly my take too. And I love him and so I took a screenshot of it and just forgot about it. And then months later, it kind of bubbled back up into my head, and I was like, “Yeah, I should probably check that out.” I think it was only a matter of a few weeks later, somehow. I assumed maybe they found out by searching through the photos on my phone that I had looked at it or something, I don’t know. That’s when they sent it to me.

So, my predisposition to it was Michael Hyatt, and he kind of clears the path for me on a lot of things, to be honest. And so, I took two of them. There was like 14 of them in the small bottle and I took two of them on a Thursday, or it was a Tuesday. And so, Tuesday, Wednesday, Thursday and Friday of a very tough week, I was taking two of them in the morning, honestly, just without even thinking about it. And then I just never gave it any thought.

But then I realized come Thursday later afternoon, and then even Friday morning again, it occurred to me, “Do you realize you haven’t felt like you needed to like crash and take a nap, or have two or three extra cups of coffee these past few days? But you also don’t feel like you are wired and jittery and whatever like you would’ve had if you’d taken those cups of coffee, and it’s just not as much of an effort to like, focus?” And so, to myself, I said, “Yes, you’re right, I have seen that. I have noticed that.”

And that’s exactly what it was. It wasn’t some kind of, “Oh, my gosh, I drank five energy Red Bulls or something.” It was like—oh, this is the best way to put it. You know how if you’ve ever lost any significant amount of weight, you don’t suddenly feel, but over time, you feel like you have so much more energy. It’s kind of the equivalency of that with your brain, but after having lost like 10 or 20 pounds, your brain just feels like it’s not weighed down as much.

Pete Mockaitis
Well, that’s intriguing.

Erik Fisher
That’s what it felt like. That’s what it feels like. And so, once they said, “Hey, here’s this code in case anybody is interested. They can grab a bottle for free. They just pay shipping,” I told two of my friends right away. I said, “Hey, not kidding you, I’ve tried this. Check out this page. If you’re interested, there you go.”

And one of them was like, “Oh, my gosh, I’m now taking one in the morning and one in the afternoon.” And he then said—and he loves coffee, by the way so he’s still having it—but he found that he was able to get so much more done over the course of the week than he was previously up to that point. So, for him it worked. For the other one, it actually didn’t. It didn’t really do much. So, that was actually interesting to me to find out.

Pete Mockaitis
Well, I’m encouraged to hear that it hasn’t produced any dangers and it hasn’t produced any addiction.

Erik Fisher
No, because there are days I don’t take it.

Pete Mockaitis
Okay. Well, that’s nifty. Well, hey, everyone be safe and do your research, but I’m taking a gander at it. I don’t see anything terrifying on the Amazon page. So, yeah, what is this link?

Erik Fisher
Oh, yes. Sorry, I didn’t even think to give you that. so, again, I made it easy, it’s BeyondTheToDoList.com/alphabrain.

Pete Mockaitis
All right.

Erik Fisher
So, there you go. Yeah, you can get it or not, and it’s cheap. You just pay like five bucks. Basically, think of it this way, one cup of coffee at a Starbucks and you might get, cost-wise, and you can see if this works for you. And if it does, again, you can kind of low-key take it, try it, whatever. And if it does something, great. For me and for some other people out there, it does a lot of good.

Pete Mockaitis
All right. Cool. So, we got the nootropics, and we got the phone discipline, we got Brain.fm. Any other things that have been really key for you when it comes to keeping the clarity and focus on track?

Erik Fisher
So, this is the other big thing, and this is actually huge for me. And, again, this is another thing that I kind of was a believer in, but not a stickler about to a certain extent until I talked with Michael Hyatt about it, and it’s sleep and napping.

Pete Mockaitis
Yeah, I’m a firm advocate of that and I think we got that point covered. We’ll just kind of add one more check mark of support from Erik Fisher on this one.

Erik Fisher
I think you’re there. And, actually, I track it. Like, I wear my Apple Watch at night to track my sleep, and I just know weeks and months where I’m in a better sleep groove, I am struggling less throughout the day. And, again, to do back to the Brain.fm thing, like I, literally, was able to see like, funny, night and day difference when it came to getting more rest in my day because it tracks even those naps, my app does. So, the more sleep I was getting, the more awake I was during the day, the better off I was. So, there you go.

Pete Mockaitis
That’s great. That’s great. Well, I guess I think sleeping and napping is huge and important. It takes time but it’s time well-spent. Are there any like tiny things that just have huge leverage in terms of, “Hey, this takes less than five minutes a day, but when I do it, it’s game-changing versus when I don’t”?

Erik Fisher
Yeah, I would say, I call it passing the baton to my future self. So, I’m near the end of my day today, and instead of, when you and I are done recording, jumping off and saying, “Okay, what’s for dinner?” and walking out the door, like actually sitting and cleaning up my desk and arranging my list of stuff. Now, again, I’ve already gone over what the list of stuff is for tomorrow on a weekly checklist kind of a basis, on a weekly review kind of thing.

But doing a closing, or a shutdown, or again passing the baton to my future self tomorrow morning, that shutdown, that ritual, is what’s going to make tomorrow morning, even if I feel maybe out of sorts or say something happens and I don’t get enough sleep and I’m struggling, I don’t have to struggle as hard or as much.

Pete Mockaitis
Okay. Well, that sounds like a nice visual metaphor in that your future self appreciates that, you’ve taken some time to hook up future Erik with a nice environment to flourish, so that’s awesome. Any other quick yet high-leverage things?

Erik Fisher
Cutting stuff off the list.

Pete Mockaitis
Amen. No, absolutely, it’s the fastest way to shrink your to-do list is to decide not to do it.

Erik Fisher
Or, better yet, better said, is decide not to do it now.

Pete Mockaitis
Now, is the now mean you’re going to do it later or you’ve decided now that you’re not going to do it ever?

Erik Fisher
It can be both but I was referring more to, “When is the right time to do it so that you’re not trying to overpack your days and your weeks?”

Pete Mockaitis
I dig.

Erik Fisher
So, yeah.

Pete Mockaitis
Cool. All right. Well, maybe we’ll zoom out a little bit. So, we kind of talked about some really super precise like tools or tactical things to do. But I’d love to hear kind of big picture. Boy, you’ve been running Beyond the To-Do List for, is it seven years now?

Erik Fisher
Yeah, we’re basically at the seven-year mark.

Pete Mockaitis
That’s so amazing. Well, congratulations. And you’re an inspiration for my podcast when I was thinking, “Does anybody want to listen to this kind of stuff? Let’s take a look around. Oh, hey, a good many of them do and Erik Fisher and Beyond the To-Do List is one good example.” So, thank you. Who knows if I hadn’t found a couple of inspiring examples, where would we be? So, thank you.

Erik Fisher
Thank you.

Pete Mockaitis
So, yeah, what are some themes that have come up again and again and again in terms of when people, they’re trying to be focused and productive and then take care of what’s really meaningful in their work and lives? What are kind of those foundational principles that pop up repeatedly?

Erik Fisher
Well, I kind of alluded to it a little bit just a moment ago with taking things off the list as well as kind of paring back and simplifying again the use of the phone, and I don’t want to go back into those things per se. But it’s just this idea that I think we have the wrong perspective when it comes to productivity. We think that, and I even had a conversation with, oh, I’m blanking on his name, Mike Sturm, that’s it, a couple of months ago, the idea between, “What’s the difference between the word efficiency and productivity?” And there was even another word, I forget what it was, but anyways.

Pete Mockaitis
Effectiveness?

Erik Fisher
That is it. I feel like you’ve listened to that episode.

Pete Mockaitis
I’m spying on you everywhere.

Erik Fisher
Nice. So, it was this kind of, and it was a real productivity whatever geek-out moment for me to have that conversation with him because there are different meanings to each of those three words and they’re all good in themselves and they all kind of fold in on each other. It kind of made me, I mean, it really made me think, I shouldn’t say, not kind of made me think. It really made me think. And it was just like, “You know what, in the end, it’s, ‘What are you trying to do? How much of it are you trying to get done? How much is enough even? And what’s overkill? Like, burn out and all that.’”

Again, when you go back to the whole sleep thing and whatever, but we don’t need to go there. It’s this idea that, Parkinson’s Law where work will expand to fill the time allotted. And so, if we can figure out how to more efficiently, or more fast-ly—which is not a word—get the work done to where we’re kind of breaking that law, we’re saying, “Hey, I’m going to get this work done faster than I allow for it to be done,” then suddenly you’ve freed up this time.

Then you have this question which, recently I was talking with the Get It Done guys, Stever Robbins, in one of my most recent episodes.

Pete Mockaitis
He’s so good.

Erik Fisher
And he was like, “Look, you’re sitting in a cubicle and you’re really good at getting your work done, and then they noticed you’re really good at getting your work done, and then they suddenly say, ‘Well, wait a second, we either haven’t been giving him enough work to do, or we have been underpaying him.’ They’re not going to give you the raise. Let’s put it there. They’re not going to go and give you a raise. What they’re going to do instead is say, “We aren’t giving you enough work to do because you’ve got it all done all day.”

And I’ve been in that position, by the way. I’ve been the person who hacked his cubicle and figured out how to get everything that I needed to get done, and then some, and run rings around my co-workers, and yet get paid no more than them, and have all this free time to play video games in my cubicle. More than a decade to 15 years ago now.

I’m kind of half ecstatic about how I figured out how to do that and half ashamed. But, that said, you see where I’m going with this, if you are working for yourself, you then suddenly have this quandary where if you’re getting things done faster, and you’re getting them all done, you can either start to wander into, “What else can I be doing, and add onto that, and fill my day even more?” which, again, it’s attractive to a lot of people, it’s like, “How much more stuff can I get done because I got this stuff that I was already used to getting done already done but faster?” You start to wander, though, into this place of unintentional burnout or unintentional status quo, kind of like with the phone as I was talking about earlier.

You use it originally for a few good things, and then it becomes the thing you use for all the things. And then you have booked yourself solid to where, you know, you’ve got a meeting, you’ve got five meetings a day, and 12 podcasts to record, and 29 blogposts to write, and/or videos to record, not to mention all the different Instagram stories and social media things you could be doing. It’s like, “Hold up. Which of the things that are the most…?” What was the third word? It wasn’t productivity and it wasn’t…

Pete Mockaitis
Effectiveness?

Erik Fisher
Effective. So, it’s then towards what effectiveness are you headed towards? What intentionality are you trying to get to end of the day, end of the week, end of the quarter? Actually, this is one of the biggest things since we talked, is I’ve been in a mastermind, and we’d go by the 12-week year. And, essentially, what that means is instead of 12 months in a year, there’s 12 weeks in a quarter, and we just kind of compress a year, and we say, “Okay, for this next sprint of three months, what is it that we want to accomplish? Like, for example, working on a book or something like that. And how far can we get?”

Pete Mockaitis
Yeah, and what I like about that is you call it a 12-week sprint, and there’s four 12-week periods, yields, 48 weeks, leaving four weeks for you to kind of relax a little bit between these sprints.

Erik Fisher
Yes, exactly, there’s actually more weeks in a year than the 12 times 4, so you get a little bit of breathing room in there to recalibrate, etc. But, yeah, that has been kind of the, I don’t know, the analyze everything, the, “Hold up, don’t add something new in.” There’s a lot of people out there, who’s like, “You’ve got to quit something to then start something.” That’s great and all. But also, what if we just quit something to quit something? What if we just eliminated things on the to-do list? What if we just said, “This is great to do but it’s not yielding a lot, so let’s just stop doing it altogether and not replace it with something else”?

Pete Mockaitis
Yeah, that’s cool.

Erik Fisher
That’s where my head’s been.

Pete Mockaitis
Well, I appreciate it. And, I guess, my final question was going to be, you know, what have been some of the most transformational guests and ideas you’ve come across? And it sounds like you’ve already shared a few. But if anything is missing, now is your chance, let her rip.

Erik Fisher
All right. So, let’s see, so let me see if I can think back through. So, I mentioned Cal Newport, that’s in regards to the phone. My most recent episode with Michael Hyatt, we talked about killing distractions and his approach to how he did was I did with his phone, and that’s a really interesting one. Let’s see, I recently talked with Mike Sturm, and we talked about all that productivity, efficiency, and effectiveness. That’s a good one. Who else did I mention? Do you remember who else I mentioned? I can’t remember.

Pete Mockaitis
Cal Newport, Michael Hyatt.

Erik Fisher
Yes. Oh, Jaime Masters, that was the one about the nootropics. And we talked about time tracking. And, oh, we talked about absolute yes in that one as well. So, how everybody is like, “You know, you’ve got to learn how to say no so you don’t fill up your calendar and things like that.” She goes at it from the opposite perspective, where she’s like, “I’d love to say yes to everything but only the things that I’m willing to say, ‘Absolutely, yes,’ am I going to say yes to.” So, that’s actually another great kind of reframing of how to say no to things and has to do with opportunity costs. So, Jaime Masters, that’s another one that was very recent.

And then, James Clear, the habits, the Atomic Habits, I should say his “Atomic Habits” book that came out late last year. I talked to him about that. And that, essentially, has to do with filling in the gaps and looking at, in a new light, the old adage of, basically, habitualizing things so that you don’t have to lean in as much on like discipline or willpower because you’ve created that activity, that pattern, that consistency, that groove, of making the right choices, or enabling yourself to make the right choices easier.

Pete Mockaitis
Perfect. Well, Erik, this has been a real nice lineup. I’d like to hear about some of your favorite things now, if you could first give us a favorite quote.

Erik Fisher
I don’t know if I told you this one last time. Did you ask for quotes last time? I don’t remember.

Pete Mockaitis
I did. And I think it’s kind of fun if you reinforced, that’s cool. If you have a new one, that’s cool too.

Erik Fisher
Right. This is so self-centered of me to say this. My favorite quote is my own quote, it’s, “Good ideas come from many ideas.”

Pete Mockaitis
Yeah, I like it. And how about a favorite study, or experiment, or bit of research?

Erik Fisher
Oh, gosh. So, actually, I’ll point back to the study, the stuff that came out of, what’s his name, James Clear, the habit book. There’s a lot of science in the book that reinforces the different ways of habitualizing, so I’m going to have to claim that because he doesn’t come at it as a book writer or a business book writer. He comes at it as, “Hey, I have all this research. How do I formulate this into something that people can get something out of it because they need to know this?” So, it is really is a study in book form.

Pete Mockaitis
That’s cool. And how about a favorite tool?

Erik Fisher
So, I probably mentioned some of those but, again, one of my favorites is to go back to Brain.fm. One of the other ones is, actually, this one is called Otter.ai.

Pete Mockaitis
Oh, the transcription.

Erik Fisher
The transcription, yeah. I love, love, love that. So, being able to upload audio files into there and they can transcribe it, or just being able to like turn it on again on my iPad or my phone and I have it recorded and then send it to the cloud and it’ll start transcribing for me is also pretty cool.

Pete Mockaitis
And is there a particular nugget you share that really seems to connect and resonate with folks, you hear them say it back to you often?

Erik Fisher
Oh, that’s interesting. I think it comes down to me giving them permission to not get everything done.

Pete Mockaitis
They need an authority figure like yourself too.

Erik Fisher
Hey, you know, you can get it done, move it tomorrow. It’s fine. As long as you’re not dropping the ball or dropping balls. Like, it’s fine. It’s a matter of which one. Again, you can’t get everything done, not all the time, not at every moment. Like, right now, I’m talking to you. I’m not doing other things but I’m, hopefully, executing well on the thing I’m doing and choosing to do right now.

Pete Mockaitis
And if folks want to learn more or get in touch, where would you point them?

Erik Fisher
Yeah, perfect. It’d be BeyondTheToDoList.com.

Pete Mockaitis
All right. And a final challenge or call to action for those seeking to be awesome at their jobs?

Erik Fisher
I’m going to point people back to where we started and just say, “How much time can you go without your phone?” That’s my challenge.

Pete Mockaitis
Beautiful. Well, Erik, this has been a treat. Thanks for sharing the good word. I wish you lots of luck with your show Beyond the To-Do List, and your many other adventures.

Erik Fisher
Thank you very much. Thanks for having me.

440: Accomplishing More in Less Time by Building Microskills with Stever Robbins

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Stever Robbins says: "The hammer that seems to work for almost everything is accountability."

Stever Robbins shares how to break down skills into microskills…and shares which ones are worth building.

You’ll Learn:

  1. A productivity power tool to help you accomplish almost everything
  2. Why to break down learning into microskills
  3. Essential microskills that will save you years of time

About Stever

Stever Robbins is a serial entrepreneur, top podcaster, and productivity expert. He co-founded the early internet success story FTP Software, served as COO of Building Blocks Interactive, CEO of JobTacToe.com, and has been an initial team member of ten start-ups, including four IPOs and three acquisitions. He currently runs Get-it-Done Groups™, which help people make extreme progress on important projects and habits.

He was project manager at Intuit. He serves as business plan judge for the Harvard Business School business plan competition, the MIT $100K competition, and several other competitions. His Get-It-Done-Guy podcast has been downloaded more than 36 million times.

He’s been interviewed in numerous publications and is the author of It Takes a Lot More than Attitude…to Build a Stellar Organization and Get-it-Done Guy’s 9 Steps to Work Less and Do More.

Stever holds an MBA from the Harvard Business School and a BS in Computer Sciences from MIT.

Items Mentioned in this Show:

Stever Robbins Interview Transcript

Pete Mockaitis
Stever, welcome to the How to be Awesome at Your Job podcast.

Stever Robbins
Thank you very much for having me. I’m hoping to learn how to be awesome at my job.

Pete Mockaitis
Well, I’m thinking that we’re both going to do some great learning. I’ve learned a lot from you with your Get-It-Done Guy podcast. I remember listening to it in Brent’s car. Shout out to Brent.

Stever Robbins
Hey, Brent.

Pete Mockaitis
And so, I think it’s going to be a really fun one. And we were already talking about a lot of cool stuff. If we had to push record before we run out of time, but one fun tidbit about you I got to hear about is you grew up in a New Age commune. What’s this about?

Stever Robbins
I did. My parents were hippies, but they came to the scene late, and they didn’t have the hippie movement to join up to. So, my father got involved in some various New Age philosophies and we sold our worldly possessions, bought a 23-foot trailer, and went bouncing around the country starting psychic growth centers.

Pete Mockaitis
Psychic growth centers.

Stever Robbins
Yeah. Don’t get me started. Let me simply say that it turns out that most of America isn’t really very open to having you start psychic growth centers. Remember the kids on the other side of the tracks that your parents warned you not to play with?

Pete Mockaitis
Oh, right, it’s Stever and company.

Stever Robbins
That was us. That’s right.

Pete Mockaitis
So, just real quick. Psychic growth centers, does that help me grow in my psychic abilities, or what happens in a psychic growth center? Okay.

Stever Robbins
Yup. Also, the children of the people who start the psychic growth center become atheists. So, that’s the other thing that happens in a psychic growth center. It makes a real impression on you when you grow up. Actually, we switch religions every couple of years. My father was into lots of different things. And, as a result, by the time I was 18, I had been through four or five different belief systems, and once you’re through a certain number of belief systems you start to say, “You know, all of these are just belief systems.”

The more interesting part of your question, though, isn’t, “What’s it like growing up in a psychic growth center?” It’s, “What’s it like having grown up in a psychic growth center?” Because what it does when you’re the kid on the other side of the tracks is, you don’t take the same things for granted that everyone else does.

So, for me, the most interesting part about having a non-standard background is that I question things that everyone else simply take for granted. And, on one hand, this is very powerful. It means that there’s a lot of problems that I can solve that other people can’t because I ask different questions than they do, and sometimes the questions I ask are the ones that will lead to the solution. On the other hand, there are some real problems with this because there are plenty of places in life where you really need to understand how the standard people think, and you really need to understand what would be societally acceptable and what will not.

Let me give you a hint. You do not want to discover behaviorally that wearing a loincloth to school is a bad idea. Some people know that instinctively. Others of us had to learn it.

Pete Mockaitis
That’s maybe the pulled quote that we’re going to feature from this interview, Stever, is that tidbit right there. Well, yeah, I think we’re two peas in a pod in that way. Not the loincloth specifically, but the asking questions that others don’t seem to ask because I do. And what I find to be the downside is folks are just not prepared or equipped for it, and so it just slows everything down. It’s like, “Wait a minute. What do you want? I don’t even know how to address that for you. Maybe talk to someone else.” Because it’s sort of like customer service systems, or businesses. They’re setup to do a few things well and efficiently and by the millions at scale. So, when you throw these little monkey wrenches in there, it just slows everything down, and it gets inconvenient for everybody it seems.

Stever Robbins
Oh, yeah. And, in fact, one of the things I was thinking about before this call, because I knew you were going to ask me that question, one of the things I was thinking about was, “What are the perspectives that I have despite the fact that I have a fairly mainstream life in many regards?” But I’m always amazed at the fact that we live in the most materially-rich society in all of human history, by wide, wide measure the most productive in terms of labor hours needed to produce a particular result. And, yet, we have such an extraordinarily narrow range of activities and things that we do, and lifestyles that we have.

And it boggles my mind that we have the resources to give ourselves as a race lots of leisure time, lots of ability to pursue meaning, the resources to try out and experiment with different governmental types, with different ways of being, with different work weeks. And, yet, we create very narrow boxes, live inside them, and then forget that we’re the ones who created the boxes.

Pete Mockaitis
That’s a big question.

Stever Robbins
Yes, they may be bigger than we’re supposed to be talking about today. I think we were talking about getting things done or something similar.

Pete Mockaitis
And I guess my first thought in there is, I guess, it has to do with like the fear of the unknown, or risk, or uncertainty, and how maybe relatively few people want to go down that pathway. But, yeah, I’m going to be chewing on that one as well. Thank you, Stever. I want to hear, yes, I do want to hear about getting things done. And maybe, so, you’ve got an interesting sort of start in terms of that New Age commune and travelling. But then you did get some credentials that folks tend to kind of think are more normal and desirable, you know, MIT in Computer Science Bachelors, MBA from Harvard Business School, good stuff. So, how did you become branded and adopt the moniker of the “Get-It-Done Guy”?

Stever Robbins
Oh, that was never supposed to be the case. I started the Get-It-Done Guy in 2007 because I was working doing one-on-one executive coaching and strategy consulting, which is the main thing that I’ve done through most of my career. And I was really yearning for a creative outlet because, frankly, one of the fascinating things about the business world, is the business world is really very anti-creative. It uses the principles of uniformity to grow organizations, and the uniformity exists in terms of people and behavior.

Do you ever notice when someone says that you should dress professionally or act professionally? What they mean is you should restrict your behavior to the narrowest possible window of things, right? Those are not expansive. When someone says, “Act professional,” what they do not mean is “be creative, be wild, be innovative, think outside the box.” What they mean is, “Oh, my gosh, you’re wearing a three-button vest instead of a two-button vest? I can’t be seen in public with you.”

So, I wanted a creative outlet, and I had started a little podcast called Business Explained, and I had produced about 10 episodes for it. And then I experienced Grammar Girl. And Grammar Girl talked grammar, but it was fun and it was interesting to listen to, and she had an attitude. She had character. And, oh, my gosh, Grammar Girl was, and is, awesome.

So, I wrote her a fan letter, and I said, “If you would ever like a business podcaster, I would love to be your business podcaster,” because she had a little network called the Quick and Dirty Tips network. And just out of sheer coincidence, my letter got to her right after she had sold the network to Macmillan Publishing, and they were having a meeting to decide who should the next podcaster be.

And my letter came in at the right time. I auditioned for the part. I got it. And they let me choose the topic. I chose personal productivity mainly because I thought it would be fun. I thought I could do a lot more with that in terms of humor than with corporate strategy. And I was right, as it turns out. Became the Get-It-Done Guy, and the rest, as they say, is history.

Well, actually, not quite. What happened is for years I didn’t do anything with it professionally. And my branding in the marketplace was very much around strategy, and entrepreneurship, and high-growth companies, and how to be a good leader, and all that stuff. And then, about a year ago, I decided I had this podcast and I had a following, and why not start doing things that were more productivity-oriented, and just see if it flies?

Pete Mockaitis
Yeah. Well, one thing I’m quite intrigued by are the Get-It-Done Groups. I’m a huge fan of accountability, and I’m intrigued as to what exactly is this.

Stever Robbins
Well, so Get-It-Done Groups are they’re accountability groups. And when I looked at the offerings out there, first of all, I’ve been an executive coach for about many, many years by the time I’ve developed this. And one of the things that I had noticed is that at the end of the day, coaches are trained to help people develop their innate capabilities, help people get that strength and motivation, that proactiveness. And, boy, is that a lot of work.

And, one day, I had a CEO client, because I mainly work with executives, I had a CEO client who had had a homework assignment, I don’t even remember what it was at this point. It was something simple, like write a letter firing someone. It was something. It was emotionally difficult but it was technically very easy. And three weeks in a row he hadn’t done it.

And so, this time we started our coaching session, and I said, “How’d the letter go?” And he said, “I haven’t sent it yet.” And instead of trying to get to the root of his blocks, and instead of trying to deeply trigger his motivation by connecting it to his highest values and his purpose and his why, I said, “Dude, I happen to know for a fact that you have one hour currently available on your calendar because that was the hour that we were supposed to be talking. So, guess what? We now have 57 minutes left. We’re going to hang up the phone. I will talk to you in 23 minutes, at half past the hour, and we will review the first draft of the letter. Bye.”

Hung up the phone. When we met at half past, he had the first draft done. And in that moment, I started to realize, “Wait a minute. Human beings are social creatures. We are hardwired to take our commitments to other people more seriously than we take our commitments to ourselves. And, if that’s the case, why are we bothering with all of this deep psychology bull pucky and all of this, “Oh, we must find your deep inner why”? Look, just, you need to get your taxes done. Great. Get them out. I’ll watch. Fabulous. Now, that you have them out, 10 more minutes, you start working and I’ll call back in 10 minutes to check up on how it’s going.

And then, real time, of course, if someone is getting stalled, you can, at that moment, diagnose why they’re getting stalled and work with it as opposed to checking back a week later, and saying, “Oh, why didn’t do your thing?” And having them try to remember what was going through their head at the time and so on.

So, what I recognize is that there are a couple of things. Number one, the hammer that seems to work for almost everything is accountability. Number two, people get lost in different ways. They get lost sometimes in their moment-to-moment ability to focus, which technology is making far, far worse. They get lost in their ability to concentrate on one project out of a portfolio of projects long enough to make progress.

And so, I said, there are three timeframes we can operate on. Let’s operate on the level of a quarter, 12 weeks, the level of the day, and the level of the hour. And what Get-It-Done Groups do is they provide accountability on all three levels. We have a couple days a week where we meet hourly, and every hour we actually commit to doing things. Those are the days when you do that stuff that otherwise would procrastinate the heck out of and that you just don’t want to do, and we all just get together and do it together. And it works really well.

The daily accountabilibuddies is what we call them. The daily accountabilibuddy is a thing where people divide up into groups of two or three and they meet every day. A very short meeting, like five to 10 minutes, and they go through, and make sure that they’re making progress on all of the things that they need to be accountable for, which will add up to where they want to go in the 12-week period. And then, over the course of 12 weeks, if we’ve designed the daily check-ins right, they will get most of the way, or all of the way, or well past their 12-week goal.

And people have used Get-It-Done Groups to write a book. In fact, she finished the last word of it this last Sunday, and several members of the group were on a Zoom call with her as she was writing those last two sentences. Unfortunately, I didn’t find out about it until about 20 minutes later, but I would’ve been there too.

Pete Mockaitis
I’m just imagining, like, one who has a violin, and it’s like a very orchestral celebratory moment.

Stever Robbins
Oh, goodness, yeah. We had been there with her for almost the whole thing. I mean, it was amazing. There was another person who qualified for professional degrees. He had been trying for many, many years, and just hadn’t sat down to do all the work. Sat down and did all the work. We had somebody else who had multiple businesses that she had developed over the years, and she wanted to merge them all, and create unified branding, and put them all under one website. She did that. We have just a whole variety of things.

So, Get-It-Done Groups are groups where you get it done. And one of the people that are especially good for is people who are self-employed because when you’re self-employed you don’t have any external person who can stop and say, “Now wait a minute. You said that doing your marketing was important to you but for the last four days you haven’t done any. What’s up? Do you want to give up on that? Or do you want to do it but now we have to make some tweaks to how you’re doing your day because empirically you need some sort of tweaks in order to be making the progress you want to be making.” And they work amazingly well.

I’ve actually been quite surprised. I wasn’t thinking that they were going to work. I mean, I thought they would be effective but, in fact, the effect that they’ve had, I think, is almost out of proportion with how simple, well, it’s way out of proportion how simple they are. But it’s way out of proportion with what I thought. I thought they’d be useful and they’ve been life-changing for some people. Like, seriously life-changing.

Pete Mockaitis
That’s so cool. Now, how big is a group?

Stever Robbins
We do it as a cohort introduced every month or every couple of months, and then everyone who is currently an active member all works together.

Pete Mockaitis
So, it could be dozens.

Stever Robbins
It could be. At the moment, we’ve never had more than 15 people involved in any given moment, which is a whole another story, having to do with customer acquisition versus customer retention. Well, what we found is that, really, I’ve already figured out how to scale it to whatever point is needed. But for like the hourly do-it days, we usually have between four and seven or eight people show up for that. That’s when we check in every single hour. We have a community call once a week, and every week we’ll get anywhere from five to 12 people on that. So, it depends.

All of the elements of it are optional except for the daily check-ins because part of the whole idea is we’re all busy people, and any productivity system that takes enough time that it impacts the way that you work is not a productivity system. You need productivity systems that mesh with what you’re doing so you don’t have to feel like you must do every single thing. You do just enough and just the pieces that will give you the results that you want.

Pete Mockaitis
That’s cool. Awesome. Well, I’m a huge fan of accountability. It’s come up before. I wrote a book about accountability groups back in the day, and it had a big impact on me, so that’s huge. Well, specifically for we’d be talking today about microskills for sharpening focus and working smarter, that’s one of your key areas of expertise, and something that we dig here. It sounds like, one, a key skill is just trusting others and sharing and having some accountability. Could you maybe define for us the term microskill, first of all?

Stever Robbins
Yes. Just as people think of different timeframes, as I mentioned a moment ago, people think at different levels when they think of skills. I’ll call it a chunk size. Sometimes someone will say things like, “You need to learn to focus,” as if focus is itself a single skill. Well, it’s not. Focus is comprised of a lot of little skills. Focus is the ability to identify what you’re working on. If you don’t identify what you’re working on, you won’t do it because you don’t know what to be focusing on.

It’s the ability to block out or eliminate, in advance, external distractions. It’s the ability to either eliminate or notice when you have an internal distraction and pull yourself back on task. It’s the ability to know when you’re done, etc. So, there are actually tiny chunks of skills that make up this word that we use as a larger level skill.

And, to me, a microskill is one of the component skills that makes up what we would normally call a skill but, which in fact, is really the accumulation of lots and lots of things. And I will give you a slight spoiler, this is going to relate to our conversation about neuro-linguistic programming later in this because this is my NLP in the form of the brain that has resulted in the paying a lot of attention to microskills.

For example, we have two people in the current Get-It-Done Group who really, really, really aren’t doing enough prospecting, and they were like, “Okay, I keep falling down on my prospecting progress so let’s do a day that’s just prospecting.” And I talked to the two of them individually, and I said, “So, tell me about your prospecting process.” Now, what I’m actually listening for here is, “Are they both getting screwed up the same way? Or is there a difference?” Because if I’m going to be designing a day to work with them, I want to make sure that whatever I do during that day actually hits the causes of where they’re getting stalled.

It turns out they were getting stalled in different places. With one person it was identifying where to find prospects. For the other person it was actually picking up the phone and writing an email to reach out to the prospect, and then there’s a bunch of other skills, too, like follow up, etc. We can get into it a different time.

But, essentially, there are microskills that make up the skill of prospecting, and one of them is identifying prospect sources. The next one is identifying prospects from those sources. It’s not enough to identify the source. You actually have to go to the source and get the prospects. Then you have to craft a message, then you have to get that message out to them, which may involve doing research as to how each prospect likes to receive information, or it may involve sending out an email blast, or it may involve doing a bunch of phone calls, but whatever. You actually have to then take the action to get the prospect deal.

And, generally, when people say, “Oh, you need to do more prospecting,” they largely just mean this big chunk thing. And, to me, a microskill is one of the smaller chunk things that people don’t pay as much attention to but which often are where people get really tripped up.

Pete Mockaitis
Yeah, I really dig that because these words, I’m right with you, prospecting, focusing really are huge. Like, I’m just thinking about my wife. We got stuck for a little while because she’s like, “We need to baby-proof this home.” I was like, “Well, I don’t know what all that means. I’m sure there are many steps, and components, and devices, and thingies that are built up when it comes to baby-proofing, and I don’t really quite know where to start.” So, we got stuck for a good while actually until I just Googled and I found a professional baby-proofer who made a lot of things happen for us. So, that was nice because it was a one-time thing as opposed to baby-proofing as a lifestyle.

Stever Robbins
Yes.

Pete Mockaitis
You know, installing new stuff every week is a skill I need.

Stever Robbins
And you know there are people who do that.

Pete Mockaitis
I’m sure, yeah, you could find a new way a kid could hurt himself, a day without trouble. But I dig it because often that sort of, I don’t know, deflates the energy or makes it less actionable when it’s big and vague as opposed to, “Now, what I’m talking about is getting on the phone again and again and again,” or, “What I’m talking about is figuring out where the heck I can get a bunch of names.” Those are different problems that have different actions and solutions.

Stever Robbins
Correct. And so, that’s what a microskill is. A microskill is understanding the skills that make up the thing you’re trying to do and then, to some degree, even more importantly, is to identify which skills are missing, and then figure out how to intervene because it’s not the case that all interventions are created equal or that all problems are the same problem.

Pete Mockaitis
Okay. Cool. So, then, when we’re talking about those goals of sharpening focus and working smarter, what are some of the most potent microskills that give you a good return on your investment, a big bang for the buck in investing to develop them?

Stever Robbins
Well, I’ll tell you my favorites because they’re not super popular – speed reading and touch typing.

Pete Mockaitis
Oh, there you go. Now, touch typing, I’m right with you. I am sold and, okay, go ahead. You can sell a little bit more but I’m already with you. Now, the speed-reading though, yeah, I’ve heard folks who are like, “Oh, speed-reading, it’s a scam. You really can’t blah, blah, blah.” So, lay it on us with some evidence. What’s real and possible speed-reading versus what’s hype and fluff?

Stever Robbins
Okay, do you want me to address the touch typing or the speed-reading first?

Pete Mockaitis
Do speed-reading first.

Stever Robbins
All right, speed-reading. I don’t know what’s real and what isn’t. All that I know is that I push myself to read faster and faster but I never could go so fast that I don’t have comprehension. I know that some speed-reading systems say push yourself so fast that you can barely comprehend. And then when you slow down, you’ll be able to go much faster. And I’ve actually done that particular exercise a few times.

I’m not a fan of things like photo-reading where you supposedly can digest an entire book by flipping the pages quickly. Apparently, there are people who can do that. I’m not convinced that that is the level of useful skill because the context for most people do reading these days is on a screen. So, what you need to be able to do is scan a screen and really get the meat of the information. The problem is most people skim, and skimming is not the same as reading. With skimming you get a superficial understanding, maybe, if it’s a well-written article or well-written post. Of course, in this day of pay per clicks, not pay for quality content, there’s an awful lot of stuff out there that’s extremely poorly written.

[24:27]

Pete Mockaitis
Oh, don’t get me started on the sloppy junk out there, and the agencies that enable it, which I’ll leave right there.

Stever Robbins
What happens is, for a well-written piece of writing, for example, you can scan the headlines, the headers, and the subheads, you can scan the topic sentences and things, and you really will get an idea of what the article is about, what the argument is, and then you can go back to the pieces you want more information about and read up more deeply.

That just doesn’t apply to an awful lot of things on the web because most people don’t know how to write, or they don’t take the time, or they can’t afford to take the time because they’re being paid so little that they have to grind out 10 articles in the space you would have to do one.

Pete Mockaitis
I signed up for one of those just for funzies to take a look around, and it’s like, “Holy crap, I’d have to be cranking almost as fast as I can type for like a third of that hour to eke out minimum wage here. And you’re hiring US labor? What?” So, okay, that’s a whole rant we could go on.

Stever Robbins
We have an awful lot of rants that we can go on.

Pete Mockaitis
Yes, we got to get our own, you and me, the Stever and Pete podcast we’re going to rant all day long. Okay, so speed-reading, you push yourself to read faster, and then that yield some results. So, how might we go about learning how to read faster? What’s sort of the practices of developing that microskill?

Stever Robbins
You know, the thing that I would do for that, and I literally just took a speed-reading course, but the exercise that I thought was the most useful with the speed-reading course was the one that I mentioned a minute ago. Take a book or something that you want to read, give yourself, first, read a paragraph, not read a paragraph, read a chapter at normal speed, time how long that takes you.

And then read the next chapter giving yourself half that time. And then the chapter after that, half that time, and just push yourself to get successively faster and faster and faster until you’re going so fast that it’s very clear you’re not absorbing very much. But, then, when you downshift, you will downshift to a much faster rate than you started with.

Pete Mockaitis
All right. So, now, I’ve heard the term, because I’m dabbling reading about speed-reading before, and I’ve heard the term subvocalize which I understand to mean inside my mind, inside my brain, I’m saying each word to myself. So, if I’m looking at your bio, I might say inside my brain, but not out loud with my lips, I’d say, “Stever holds an MBA from the Harvard Business School, and a BS in Computer Sciences.” So, are you pushing past the subvocalization speed or not?

Stever Robbins
I don’t think that I am personally. What I’ve heard is the maximum speed you could get to, while you still subvocalize, is about, I think, 1500 words a minute or something like that.

Pete Mockaitis
Well, that’s still lovely. That’s 55X normal, right?

Stever Robbins
Right. And I can get up to that, I think, when I’m really going. I can get up, assuming that it’s not something that requires lots and lots that I have to stop every sentence to digest it.

Pete Mockaitis
Well, that’s a ton. That’s reassuring.

Stever Robbins
But I don’t think I ever really quite break the subvocalization barrier. I think that for the most part, well, you know what, now that I’m saying that, that isn’t true. When I took the speed-reading course, I always subvocalized. Now that I think about it, this is a conversation I’ve had with friends before, I’m at the point where I see a sentence and I know what the sentence means. And there’s a sense that somewhere I might be subvocalizing a little bit, but it happens faster than I could possible talk it. So, if it’s subvocalizing, it’s subvocalizing it two or three or four times what my external talking speed is.

Pete Mockaitis
Okay. Cool. So, that’s reassuring then that I always thought of that as some kind of crazy transcendental, the Matrix, Neo-type experience. It’s like, “Whoa, I’ve entered a new plane of information processing which is unfelt ever before.” So, okay, cool. So, that’s just all you got to do is push yourself to read about twice as fast as before, and then twice as fast as that, and then maybe twice as fast again, and then once you’ve reached the “clearly I’m not absorbing anything” level, you back it off a little bit. And then, holy smokes, you find that you are able to maybe read two, three, four, five times as quickly with just as much retention. Is that accurate?

Stever Robbins
Yeah. I tell you, it works in both directions too. It also works in the direction of output. When you’re doing public speaking. I was just helping a friend of mine prepare for an important presentation he has to give. And I would love to say that invented this exercise, I did not. This was taught to me by my very first business mentor years and years ago, back right after I had graduated, you know, at least six or seven years ago.

And he had me give a presentation at my normal speed. The presentation took about 40 minutes, and said, “Great. Now you can do 20 minutes. Give me the presentation again. You’ll have to decide what to leave out. And then do it in 10 minutes. And then do it in 5 minutes. And then do it in 2 minutes. And then do it in one minute.”

And when you push it down to one minute, and especially when you do it in that order, because each time has to learn how to filter through and decide what’s important and what isn’t. When you get it down to one minute or 30 seconds, the only thing you can say is the main points. You can’t give examples. You can’t give supporting evidence. You can say…

Pete Mockaitis
Prop down. We’re scared.

Stever Robbins
Right. And that’s it. But then what happens is when you then expand that back out to 40 minutes, your brain has gone through the process of compacting everything down and putting into the chunks that makes sense with you. So, on the fly, you can dynamically expand and contract portions of it to be able to adjust to any length.

And if you make it too short then you say, “Now, we have room for Q&A.” And if anyone asks about the pieces that you left out because you misjudged the time, well, they’re in your brain because you’ve already been through this presentation this many times and packaged all the information up nicely for yourself. So, then, all of that preparation simply serves to make you look like a genius and uber-prepared during the Q&A portions.

Pete Mockaitis
That’s cool. We had a guest who wrote the book Brief and that was good stuff and he recommended a similar exercise which is so handy. So, okay, that’s how speed-reading can go down, also applies to presentations. His name is Joe McCormack, for the record, the author of “Brief.”

So, now, let’s talk a little bit about the touch typing. I understand that the average typing speed in the United States is 41 words per minute. I just research these dorky things of my own volition. So, you’re saying that we got a lot more room to grow in that front.

Stever Robbins
When I was in 7th grade, I took a touch-typing course, and I took it on a manual typewriter, not an electric, a manual. And at the age of – what’s 7th grade, 12 years old? At the age of 12 years old on a manual typewriter, I could consistently test out at 70 words per minute.

Pete Mockaitis
There you go.

Stever Robbins
If I can do 70 words per minute as a 12-year old on a manual typewriter, anyone can get at least that fast if not faster.

Pete Mockaitis
That’s huge. How do we get those skills?

Stever Robbins
You take a touch-typing course or you go online and I’m sure there are websites because I learned to type the DVORAK layout I learned from a website and from some apps. And you know what? It’s not sexy. It really isn’t. If what you want is some magical thing that will teach you to, suddenly, boom, get the touch-typing skill overnight, that doesn’t happen.

What you have to do is you have to train all of the common letter combinations. You have to get your fingers used to moving in those combinations. You have to practice it over and over and over, punctuated with appropriate sleep periods so that your brain can consolidate the information. And it may take weeks or months. Actually, I don’t know if I’m as fast on DVORAK even now after I’ve been doing it for about 10 years as I was on QWERTY at the time.

I find the big advantage to DVORAK is far less finger strain and finger movement which is, and I’m still pretty darn fast typing DVORAK. But I practiced DVORAK for months before I got up to a reasonable typing speed but it was completely worth it because, in the 10 years, or actually it was more because I was already typing DVORAK when I started the Get-It-Done Guy. I have written roughly 750,000 words of paid content, which I guess makes me a professional writer now that I think about it.

Pete Mockaitis
Right. Bling. Bling.

Stever Robbins
But part of why I was able to do that is I could type fast enough because it doesn’t matter how great your ideas are, it doesn’t matter how great you are at composing sentences, if you can only type 20 words a minute, you’re not going to be able to write 700,000 words of text because you just don’t have the time to move your fingers that much.

Pete Mockaitis
You know, it’s true and I played around with all kinds of speech-to-text and dictation tools and software, and it’s not there yet. Maybe in five years, maybe 10 years, but we’re not there yet. And so, when it comes to keyboarding and typing faster, one of my favorite resources, I’m going to drop this in the show notes, is keybr.com. They’ve got some cool case studies of folks doubling their typing speed in like five hours of practice over the course of a couple weeks. And part of their brilliance, I think, is that it starts you, it kind of drills each key in order based upon its frequency versus difficulty to type so that they’ve really kind of leveraged it for you as much as possible, and it’s free. So, keybr.com is a handy one, and I’m digging it.

So, okay. Well, let’s move. Time is flying here.

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Stever, I want to make sure we get a chance to touch base on, so you are a smart dude and you’ve got impressive credentials from impressive places, and you think clearly about stuff. And I’m so intrigued that you are also a certified master trainer elite of NLP, neuro-linguistic programming. Now, NLP has got an interesting reputation. Maybe, could you give us a feel for, first of all, what is it, for those who are less familiar? And then, can you kind of like with the speed-reading, tell us what’s real, what’s exaggerated, and what benefits can we really expect to glean from NLP?

Stever Robbins
Sure. So, NLP is a set of models for understanding how humans think and how the way they think can be inferred from their language, and ways to change the way you think, or someone else thinks once you know what that is. I learned about it first because I wanted to learn things, and NLP was originally introduced to me as a technology for being able to sit down and talk with someone who had expertise and understand at a cognitive level, which basically means, “How are they thinking about the task involved to be able to produce whatever results they produce that constitutes expertise? And how can that be expressed in such a way that I can learn it or you can learn or someone else can learn it?”

Because, for example, if you’re talking to Mozart, and you say to Mozart, “Gee, how do you compose that passage?” And Mozart says, “Well, the way you compose it is you just play it over and over, and you listen really carefully until it sounds right.” That’s not a useful description. If you don’t happen to be Mozart and have Mozart’s definition of “sounding right” then you’re not going to produce the kind of music that Mozart can produce.

However, if what Mozart says to you is, “Well, what I do is I make colored pictures in my mind, and every color corresponds to a note. And I notice that when the pictures have a particular type of symmetry when played as notes they sound good.” Every step of that is something you could teach someone. Again, maybe not easily. This phenomenon of matching visual things with sounds is called synesthesia. If you want to create a synesthesia such that your colored pictures can be translated into notes, I’m guessing that doing that itself is a skill, and if you don’t happen to develop it as a child, or you’re not born with it, that itself is going to take you a while.

But assuming that that really is the way Mozart creates music, then if you have those skills, and this is where the microskills come in. And, in this case, the microskills are being able to make these colored pictures, being able to judge if they’re symmetric, being able to make them symmetric if they’re not, and being able to translate it back and forth into sound. If you have those skills, then you can produce probably not the identical results to Mozart because he has his own personal history that he’s filtering all of this through, but you’ll be able to produce things that are in the realm of musical expertise.

Now, I made that example up, by the way. But the idea there is NLP helps you listen to how somebody does what they are talking about that they do, and figure out what are the mental steps they’re doing to get there. And, as I mentioned before, that’s really at the heart of so much of what I do, because NLP says, “Given a big chunk skill, like composing musical piece, what are the tiny chunks that make it up?” And the tiny chunks may well be different for different composes, in which case, there are many different ways you can learn to compose music.

Pete Mockaitis
Okay. So, now, I like when you said that because I think sometimes as I’ve seen NLP, neuro-linguistic programming presented, it’s talking about, “This is some mind control hypnosis stunt that’s going to make you crazy persuasive if you anchor touching your tie when you say something really compelling.” You know, I was like, “I don’t know about that.” Or, “You can tell if anyone is lying based upon where their eyeballs move.” It’s like, “I don’t know if that is accurate or being validated by any of peer-reviewed research.” What do you think about these kinds of claims?

Stever Robbins
Depends on a specific claim. The NLP will make you an amazingly unbelievably persuasive. NLP does make a set of distinctions which teach you how to understand how someone is thinking and how to package information in such a way that it fits with the way they think about something.

Pete Mockaitis
It’s like a persuasive booster.

Stever Robbins
Right, it could be a persuasive boost. But the information, even if you packaged the information so somebody will use it the way that they want to receive it. So, let me give you an example. Let’s say that I’m someone who is a visual thinker, and I understand long-term trends by visualizing a graph and noting if the graph goes up or down. So, if someone says to me, “Oh, unemployment is falling,” I actually picture a graph that has a line that goes from the upper left down to the lower right, and that’s my mental representation of what the sentence means “unemployment is falling.”

If you know that that is how I represent things, and you want to communicate the information that consumer happiness is rising, or maybe that consumer happiness is all over the map, then if you simply show me a picture that has this line going up and down, and left and right, and all over the place, and say, “This is consumer confidence,” I don’t have to do any work to understand that because that matches with the way that I understand things.

However, if you show that exact same map to somebody who understands things by visualizing a column of numbers, not a graph, they’re going to look at that graph, and go, “I don’t know what the heck that is. I can’t make any sense out of it,” because their mental representation is not making graphs with lines in it.

So, what that means is for a given person, if you understand how they take in and process and understand information, you can package whatever case you’re trying to make so that it fits their type of information so they don’t have to work to understand it. However, just because they don’t have to work to understand it, it doesn’t mean they’ll immediately take it in. It just means that they won’t reject it because it doesn’t make sense to them. If they make sense to them, but then they may reject it because it doesn’t make good sense.

Pete Mockaitis
All right. Fair enough. And how about these eyeball directions indicating if someone is lying?

Stever Robbins
So, that’s interesting. The actual NLP model does not say that eyeball directions indicate if someone is lying. In fact, if you read the book, they explicitly say that’s not what they do because that’s one of the common ways people misinterpret them.

What the eyeball directions are claimed to do, and this is something that drives me nuts because of the way this is phrased, it’s one of the easiest things to “test.” And I put that in quotes because, so far, I have yet to see any test that actually does a good job of genuinely testing the claim.

The observation is that people systematically move their eyes while they’re talking. Sometimes they move them up, sometimes they move them to the sides, sometimes they move them down. And in the NLP model, we pretend that what goes on inside people’s brains is they make pictures, they talk to themselves, they hear sounds, they basically have an inner sensory life in the five senses that corresponds to the same five senses that you use on the outside.

And, in fact, since NLP was developed in the 1970s, there’s been a lot of research that shows that’s probably even accurate in terms of what’s really going on because they found that if you have somebody visualize moving a muscle, all of the same neurons fire in their brain except for the very final neurons that actually activate your limb moving or whatever.

So, what the eye movement model in NLP says, it says when you’re constructing visual images, your eyes move one direction. When you’re remembering visual images, your eyes move another direction. When you are imagining sounds you’ve never heard before, your eyes move in a third direction. When you are remembering sounds you’ve heard before, your eyes move in a fourth direction. When you are talking to yourself and engaging in internal dialogue, your eyes move in a fifth direction. And when you are experiencing your feelings very strongly, your eyes move in a sixth direction. So, there’s three directions on each side, there’s three to your left, and three to the right.

And they may be different for different people. On some people, especially left-handed people, one or more of them might be swapped left to right. But the NLP model says that when somebody is retrieving information, when they’re really involved in information processing, their eyes will move in a particular direction that corresponds to the type of processing they’re doing.

You can then use that to help choose an intervention to decide what to do with them to help them change their thinking if what you’re doing is trying to help someone change their thinking, because NLP, the first place it was really used extensively, and the fact where it was developed, was in the realm of therapy. So, people would come in and they would say, “I have this horrible phobia.” And by watching their eyes, one of the things that you could find out is every time they talk about the thing that was a phobic trigger, they would always move their eyes to visual memory, or to the direction that corresponded to visual memory.

If that’s what happened, there is a particular technique that was developed in NLP that says, “When somebody is having a phobic reaction, and it is instantaneous, and it involves a remembered visual image, use this technique and it will help get rid of the phobia.” And you then could use that technique and it would help you rid of the phobia.

And, like all things, there’s plenty of margin for errors. Some things don’t work all the time. Some things sometimes you misdiagnose, etc. That’s the NLP eye movement I’m on. The way that people have misinterpreted this is to mean, “Gee, if you ask someone a question, and their eyes move to the creating a visual image area, that means they’re lying.” Well, maybe. It may mean that they’re remembering something and they’re creating an image that they’ve never made before that’s based upon the thing they’re remembering. It may mean they’re not paying any attention to your question. Instead, they’re making an image of…

Pete Mockaitis
Daydreaming. That sounds more interesting.

Stever Robbins
They’re making an image of the delicious casserole they plan on making just as soon as they can get out of the job interview or whatever. And this is the problem with a lot of NLP. Number one, the term is not copyrighted or trademarked so anyone can claim they’re teaching it, and anyone can claim they’re good at it. And, number two, an awful lot of people do, and they have no idea what it really is or how it works.

Pete Mockaitis
Well, now, if we want to read a book or two or three to get some useful understanding that is applicable, what would be your top recommendations on that?

Stever Robbins
Oh, that’s so difficult because I don’t think there are very many good NLP books out there. My favorite one is called Using Your Brain for a Change by a man named Richard Bandler who is one of the co-developers of NLP. The impression I get is he was really, really the principle key to the whole thing. And it is a book about how different changes in your mental imagery affect the reactions that you have to those mental images. And the reason this matter is that a lot of our behavior is driven off from mental imagery.

So, let’s say that somebody says, “Hey, we’re going to raise your tax rates,” and you’ll get super upset at that. Well, you’re not actually getting upset at the words, “We will raise your tax rates.” You’re getting upset of what that means to you. And it may be that what happens is you make a mental image of yourself lying in a gutter surrounded by really bad liquor with people stepping over your body because you think that if your tax rates get raised, that’s what’s going to end up happening to you. And what you’re going to reacting to is that image that you’re making.

Pete Mockaitis
Okay. That’s helpful.

Stever Robbins
So, Using Your Brain for a Change teaches you to identify the images that are actually driving your behavior and gives some specific techniques for how to manipulate those images and change them so that they drive your behavior differently. Because if you took that exact same image of yourself lying in the gutter with the cheap liquor, and you put circus music behind it, “toot, toot, root, toot, pop, para, pop” it wouldn’t produce the same emotional reaction. It may not make you want to be there, but it’s not going to be this horrible tragedy.

But, on the other hand, if you put these strings and violins, just doing the slow mournful thing, well, that makes it worse, you know, etc.

Pete Mockaitis
Understood.

Stever Robbins
Now, people go, “Ugh, that’s just a funny little mental trick.” And I’m like, “Yes, it’s a funny little mental trick that completely changes the way that you feel about something. Isn’t that useful? Like, if you can just do a funny little mental trick and, suddenly, this thing that has been causing you incredible stress and high blood pressure and anger, suddenly becomes funny, that sounds like a mental trick worth learning and doing more of.”

Pete Mockaitis
Well-said.

Stever Robbins
So, the thing about NLP, to me, number one, very few people who claim to understand it really understand it very well. Number two, they often misrepresent it as a thing that accomplishes a certain result, like being a lie detector, or persuading people of things. And it’s less about getting a specific result, and it’s more about when you’re dealing with people, how do you understand the way they communicate? How do you understand the way they think? And how can you communicate to them so that you could be most understood by them?

And if they want to change, and if they want you to tell them how to change their behavior so they get better results in their life, how can you package the communication about how they can change such that, number one, they can hear and understand it; number two, they can then turn that understanding into different behavior; and then, number three, how can you make sure that the behavior you’re telling them to do, like in this case the circus music, is actually the thing that will make a difference for them? Because, for some people, circus music may not make something silly. For some people, circus music may make it ominous because maybe they saw too many clown films as a kid or whatever.

But once you know for a given person how they think, which things are meaningful for them, what their language is, you can help them reach the results that they want by using NLP to understand all of those things. Has this been clear?

Pete Mockaitis
Oh, yes. Thank you.

Stever Robbins
Sure.

Pete Mockaitis
Stever, tell me, if folks want to learn more or get in touch, where would you point them?

Stever Robbins
With me you mean?

Pete Mockaitis
That’s right.

Stever Robbins
With me, I’m at SteverRobbins.com, GetItDoneGroups.com, and if you are interested in the podcast, which is the Get-It-Done Guy’s Quick and Dirty Tips to Work Less and Do More, which is way too long. It should just be called the Get-It-Done Guy, or it should be called Work Less and Do More, go to itunes.com/getitdoneguy. Or, essentially, Get-It-Done Guy on any place that you listen to podcasts.

436: How to hack your time and motivation wisely–and when not to–with Joseph Reagle

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Joseph Reagle says: "When people get too far down the line of optimizing, sometimes they're putting themselves at risk for a very marginal gain."

Joseph Reagle shares handy research insights on hacking life optimally and safely.

You’ll Learn:

  1. The question you need to ask when optimizing your life
  2. Why lifehacks should be taken in moderation
  3. How to use your own money  to hack your motivation

About Joseph

Joseph writes and teaches about digital communication and online communities. He’s an Associate Professor of Communication Studies at Northeastern University. He’s also served as a fellow and faculty associate at the Berkman Klein Center for Internet and Society at Harvard. His doctoral dissertation was on the history and collaborative culture of Wikipedia. Joseph has appeared in media including The Economist and The New York Times.

Items Mentioned in this Show:

Joseph Reagle Interview Transcript

Pete Mockaitis
Joseph, thanks so much for joining us here on the How to be Awesome at Your Job podcast.

Joseph Reagle
Thank you. I’m happy to be here.

Pete Mockaitis
Well, I’m excited to dig into your stuff. And I’d love to start with you sharing a little bit of how you came to adapt a practice of Japanese techniques of T-shirt folding. What’s the scoop here?

Joseph Reagle
I came by it by way of YouTube. I’m a bit of a sponge. I watch a lot of YouTube channels, I read a lot of blogs and whatnot. And I saw that there’s this particular technique for folding T-shirts, and I can’t say it verbally. If your listeners want to check it out, you can Google Japanese T-shirt. It’s very nice. You just kind of pinch two parts of the shirt, and you do a little flick of the wrist, and then, bam, it’s folded.

And it’s a trivial sort of thing. It doesn’t really save me much time, but I think the thing I enjoy about it is I don’t really enjoy folding laundry. And so, this gives me a little practice, a little technique that I can improve upon, that I can hone as I’m folding my laundry, so that gives me something to do.

Pete Mockaitis
Yeah, that is nice and it sort of makes you feel like there’s some craftmanship involved. And I believe this Japanese T-shirt folding practice is different than what Marie Kondo is advocating as I looked at your reference videos. Is that fair to say?

Joseph Reagle
It is. She also has some great ideas. I don’t know if she calls it vertical folding. But, basically, if you have a lot of T-shirts, or maybe we use this with the hand towels in our kitchen. Instead of piling all the hand towels on top of one another, you arrange them side by side so you can see your whole gamut of things that you want to select from. And that’s a very handy tip as well, and we use that in our kitchen.

Pete Mockaitis
And I like, in particular, the ability to not have to make one hand into a levitating shelf to take the things that are up above it in the other hand to grab the thing that is now on the new top. And then things get a little bit disjointed along the way. So, I’m right with you. Well, it’s funny, we’re already talking about it. You’ve got a book, it’s called Hacking Life and I’m quite intrigued by your premises and your discoveries. So, maybe you can start us off by sharing what was one of the most striking and surprising discoveries you made when putting this together?

Joseph Reagle
Well, in the book, I’m looking at lifehackers and all the domains of life that they apply this hacking ethos to. So, it includes things like motivation, time management, productivity, health, material possessions. And when I got to relationships, I was looking at various types of people who use various tips and tricks for seduction, pickup artistry, for managing their marriage, the negotiation part of a relationship, as well as people just going online like OkCupid and trying to figure out how to get themselves to be able to be matched with people that they might like.

And there was a Wired article about this one hacker who hacked OkCupid and he created fake profiles, and he downloaded a bunch of information, and he kind of figured out the sort of women that he would be attracted to, and the sort of questions that they were interested in. And he ended up calling it a success, and he published a self-help book about how to hack OkCupid. And he went on 88 dates.

And when I talk about that with students, they’re like, “That doesn’t sound very successful,” but I teach in Communication Studies, and most of my students are women, and when they hack dating, they also add a filtration mechanism, interestingly enough, so they don’t have to go out with bozos and boneheads.

And then I came across someone else, another engineer who went on 150 dates in four months. And he spoke about—it was so tempting in this age, when we have all this technology and choice available to us, to try one more date, to get one more datapoint to figure out like who that perfect person would be. And that’s been leading me into some of the downsides, I think, in approaching life this way.

I’m very hackery myself. I think we can learn a lot. There’s a lot of handy tips and tricks, and they can even help us craft some meaning for our lives. But there are some excesses.

Pete Mockaitis
Intriguing. However, I want to talk about some of your hackeriness, if that’s a word, as well as some of the pros and cons. But maybe just to make sure, from a language standpoint, we’re on the same page, what makes a lifehack a lifehack per se?

Joseph Reagle
Well, the term “hack” goes back, surprisingly, far amount of time. It emerged at MIT at their Tech Model Railroad Club. So, that was a very geeky    early electronics club at MIT in the late 1950s, and hacker culture emerged out of that. And they started accumulating a fair amount of jargon back then, and they put out a dictionary in 1959, and they said a hacker is the person who avoids the standard solution.

Pete Mockaitis
Okay.

Joseph Reagle
More recently, the founder of LifeHacker.com, Gina Trapani, she wrote that as a computer engineer-type of person, she thinks about reprogramming the tasks of her life how she would a program. And her goal is to optimize them to make them a little faster and a little more efficient. So, the idea of lifehacking spans the mundane and include things like tying your shoelaces or folding your shirt, but it goes up to what I call meaning hacking, trying to find contentment in a life of uncertainty and loss. But all of these entail an appreciation of systems and employment of systems, maybe trying to figure out how to exploit those systems, to bend the rules so that you can be a little more efficient.

Pete Mockaitis
Okay. Well, I mean, that sounds great to me. What are some of the downsides you’re unearthing here?

Joseph Reagle
Well, what I wanted to do in this book is not pillorize lifehacking. And people do sometimes, particularly cultural critics and academics. You know, they hold their nose when it comes to self-help, and I think lifehacking is a part of self-help. And there’s plenty of shade that people can throw at lifehacking as well.

But I didn’t want to do that because, as I just said, I’m geeky myself. But what I wanted to do was then draw some distinctions. So, let’s not throw lifehacking out altogether. Let’s figure out, are there ethical lifehacks and less ethical lifehacks? Are there different types of hacking? And I call them nominal and optimal hacking.

And I think, in this case, optimal hacking certainly has some excesses entailed. So, you might optimize a wrong thing. So, the example that I spoke of, of that hacker who went on 150 dates, I think he was optimizing for the wrong thing. He got fixated on the dates rather than the starting of a relationship. And when you approach life as a system that can be optimized, you do have the tendency to sometimes fall into this trap of what I call naïve optimization.

Pete Mockaitis
These are great distinctions I’m wrapping my brain around here. So, I got optimal hacking, where we’re seeking to optimize something. In that one case, he was optimizing such that he could get a bunch of dates. And what’s nominal hacking?

Joseph Reagle
Nominal hacking is an engineering term, and I could’ve used the word normal, but I didn’t for various reasons, because that’s loaded as well. But it’s the idea that you’re good enough. So, for example, I spoke to lots of folks in the quantified self-movement and lifehackers who might want to lose a little bit of weight, or who have migraines. And so, they’re not trying to like boost their brains like some lifehackers and biohackers take nootropics that supposedly make them smarter. That’s how Tim Ferriss actually got his start, selling a nootropic online.

They’re just trying to get back to a good enough sort of state. And I can appreciate that certainly because if people take some risks there, they’re doing it for a particular reason. But when people get too far down the line of optimizing, sometimes they’re putting themselves at risk for a very marginal gain. So, for example, one of the people I speak of is Seth Roberts, and he was very big in the Quantified Self movement when that started. And the Quantified Self movement is just like the number measurement fixated wing of lifehackers.

And he came up with, well, he discovered for himself that eating half a stick of butter everyday made him a little bit faster.

Pete Mockaitis
Faster, running? Thinking?

Joseph Reagle
Thinking. And so, he had a little program on his computer, and it would give him little math puzzles, and he would respond to them as quickly as he could, and he would chart and measure his response times and accuracy, and he would track that over the days so he could see when he was a little bit faster, or when he was a little bit slower.

And he, originally, had started eating a large amount of pig fat everyday to help with his sleep because he discovered that helped him by way of accident. But then eating pig fat everyday was difficult because you can’t really carry it around with you. But he discovered if you ate half a stick of butter, you can get butter even when you’re out at a restaurant. That helped with his sleep.

Pete Mockaitis
Butter, please.

Joseph Reagle
Yes, and it improved his mathematical abilities. And when he would give talks about this, he was like, “This is really great. This really works for me. I prefer to manage my own health in this way.” He didn’t really trust the medical establishment. And he wasn’t a kook. He was a professor of psychology. He worked on rat psychology, but he was very much into his own quantification and experimentation. And a cardiologist, in one of his talks, suggest that he might give himself a heart attack.

And the big irony here was that he started a column at The New York Observer, where he would write about his lifehacking and experiments on a monthly basis, maybe it was weekly. And his first column was his last column. It was entitled “Butter Makes Me Smarter.” And a couple of days before, he had had a heart attack.

So, I can’t say that eating half a stick of butter gave him a heart attack. He’s just a single person. But I think it speaks to some of the risks. Like, why eat half a stick of butter so that you’re a couple milliseconds faster on this trivial arbitrary sort of little quiz you setup for yourself?

Pete Mockaitis
Right. Yes, so that’s very clear, optimizing for the wrong thing. So, you’re a little quicker but your health is suffering, and so that’s not a great trade certainly. So, given that, how has your thinking evolved in terms of establishing whether a particular practice seems like a good idea or a bad idea?

Joseph Reagle
I don’t know if I can say beforehand something is great or something is really a bad idea, but I have some heuristics. And so, again, if you’re to push yourself to that leading edge, I think you need to ask yourself, “Am I focusing on one thing beyond all others?”

So, there’s a fellow by the name of Nick Winter, and he wrote this really nice little self-published book that you can buy on Amazon called Motivation Hacker. And he read all the popular literature, the pop science literature on motivation, on habit formation, on curing procrastination. And he thought, “Well, what happens if I could amplify all this to be absurdly productive?” And he used all these psychological techniques, and apps and hacks that were available to him, and he was savvy about it.

He did end up working 120-hour work weeks as for fun almost, but he also had to create goals for himself, like to go on so many dates with his then girlfriend, now wife, go out to be social with his friends like 10 times a week, make sure he was still doing his pushups and pullups and health regime. So, that works for him. And you can go to a webpage, he dynamically, in live time, has a webpage where he charts his productivity and the hours he has spent coding. And he plots it against his running average over days, and months, and weeks. But at least he was cognizant of the fact that he had other things that he needed to keep his eye on, and he didn’t just focus on and fixate on productivity.

Pete Mockaitis
Well, you know, what’s interesting is, as you talk about that life and that quantification and striving to sort of beat it and have it at the top, I mean, it’s interesting because I love spreadsheets for all sorts of things. And I have quantified a number of things in my day that most people don’t bother or would find excessive or over the top.

But, as I think about and imagine that scenario, it seems to me a real risk would be just a sense that your, I don’t know, meaning, or your value, or your purpose, or all that matters is that which is you are quantifying, charting, publishing, which can kind of suck you into some, I think maybe really, depressing places. Is that kind of what some patterns that you’re seeing in your research here?

Joseph Reagle
Oh, definitely. So, I have the chapters on hacking time, hacking motivation, material possessions, and you can almost see a progression of people looking for contentment. So, people think, “If I can be super-efficient, then I will be happy. I will be content.” And it turns out that’s not necessarily the case for a lot of people. They realize, “I still am not happy. I climbed to the top of my hierarchy at my work, I make a lot of money, and I bought a house. Now, I have all this stuff, and that’s making me anxious.”

So, then, you can look at the digital minimalist, another wing of lifehacking, and they decided, “Well, why don’t I do another experiment? Why don’t I get rid of everything except a hundred things?” So, there is the hundred things challenge, and some people did 99 things, and some people did 50 things. And that worked for some people for a time, and some people still lived that very minimalist life. But one of the people I spoke to, it’s a pseudonym, but I had been following her, and she, again, had had a breakdown, had a good job but very stressful, ended up on the floor in a pool of tears, that’s how she spoke about it. And quit the job, sold everything except what she could fit in a backpack and traveled the world writing about digital minimalism.

And, after a year or so, she quit it all. And I found that out because I was checking some of my sources for the book, and all her webpages were gone, and her e-book was gone, and her Twitter account was gone. But, fortunately, I still had contact information, and I said, “Now, what happened? Where did it all go?” And she said, “Well, everyone was doing the same thing, all shouting about how happy and content they were, and how awesome this was, but it just started to ring hollow,” and she got out of it.

And so, that’s the chapter on material possessions. And then there is a chapter on health and relationships, then ultimately meaning. Like, when you realize that none of those things will necessarily guarantee you happiness and contentment, when you realize that life, even perfectly optimized, is still likely to throw you some disappointments and loss. What do you do? And that’s the next to the last chapter when people start pulling from stoicism and mindfulness and Zen Buddhism in particular among lifehackers.

Pete Mockaitis
Fascinating. So, yeah, I can see how that really makes sense in that, just like, “Okay, if I could just do a little more, a little more, a little more of efficiency, or productivity, or production of stuff, then I’ll arrive.” And it’s like, “Oh, wait a second. It can’t get any more optimal than this and you’re still not doing it.”

Joseph Reagle
So what do you do then?

Pete Mockaitis
Bummer! A realization. And so, well, I mean, that’s a big question. Now, what do you do?

Joseph Reagle
Well, one of the parallels I draw, I found this really interesting in the meaning hacking chapter, was that people do, are very fond of the Zen minimalist sort of aesthetic, and mindfulness is really big in Silicon Valley. There’s a conference every year called Wisdom 2.0 where they bring in Google and a bunch of tech companies and all the mindfulness gurus.

And people pick and choose in various aspects of religions, and it tends to be very individualistic, and we’ll hear people talking about how like Tim Ferriss will talk about mindfulness as an efficient operating system for the brain. There’s a fellow who started at Google, he wrote a book and he has a non-profit called Search Inside Yourself because he started at Google, so he’s playing on this search thing. And he wrote about how EQ is great for your engineers’ and your techies’ and your employees’ emotional intelligence.

And the employees know the more EQ they have, the more money they’ll make, and so they’ll be happier at the companies. And that just seems very crass. And so, people get frustrated with that. And, again, the ironic parallel is Siddhartha, the original Buddha, started out living a life of extreme luxury. His father was the king, his mother the queen, he was provided with everything a young man could be provided with: money, exotic foods, courtesans.

And he woke up one morning and he just said, “I am not happy. I am not content.” He became a minimalist. He went out, traveled around, taught and learned from a lot of yogis. He became very extreme. He tried to optimize his asceticism, nearly starved himself to death, passed out, was revived by a young girl who fed him some rice milk, and realized, “Huh, maybe what I need to do is pursue the middle way, the middle path, the path of moderation.”

And so, wow, that’s the insight. Maybe being super extreme about optimizing everything is not the solution. Maybe moderation is good in all things. And that’s the neat thing about lifehacking as a type of self-help. A lot of the genuine bits of wisdom and insight that people do come to have been around for centuries, if not millennia. But what self-help does is it wraps up those bits of wisdom, those bits of insight, into a vocabulary that people in a current moment, in a current culture can understand.

So, what lifehacking really is it’s a type of self-help, for what’s been called, you know, the geek class, the engineers, the techies, the creative class, the people who aren’t on someone else’s clock but they still have a lot to do. And they have to figure out, “Well, how in this world of increased demands and expectations on your intention, but also increased distractions, how can you possibly focus?”

And so, lifehacking, as a type of self-help, says, “Here are some lessons that have been around for a while, like the middle path, the middle way, making sure you connect with your family and friends, and you don’t forget about it, making sure that when you schedule your day, you give yourself time to do meaningful long-term stuff, that you give yourself time to maybe be spiritual, or spend time with your friends and relations, and it couches it in contemporary terms.”

Pete Mockaitis
Yeah. Well, I appreciate, Joseph, you’ve also given me a prescription for a bestseller, just to go ahead and find some ancient wisdom and package it in modern terms, and that seems to be a winning formula.

Joseph Reagle
That’s what self-help is. It’s always being done actually.

Pete Mockaitis
Yeah, all right. Well, that gets me all the more motivated to finish off Plutarch’s Lives and any other books that are on my shelf that I haven’t built in meaningful time to tackle just yet. Well, that’s really cool. So, getting acquainted then, or having covered these kinds of cautionary bits, and getting a broader perspective on what we’re really going for, I do want to touch base on a little bit of tactical stuff. What have you discovered have been, for many practitioners, some pretty excellent habits, or approaches, or hacks when it comes to time?

Joseph Reagle
One of the insights I came to in doing this work, and again this has been around for a while. There is a theorist, a Nobel Prize-winning economist, Schelling, who came up with this idea of Egonomics. And decades ago, he said that there’s a lot of things that we would like to do, but that we don’t do. And the Greeks even spoke of this as “akrasia.” We do things that we shouldn’t do, and we don’t do the things we should do.

So, one of the things that I take advantage of is called the Pomodoro technique. And “pomodoro” is the Italian word for tomato, and the guy who came up with it just happened to have a kitchen timer in the shape of a tomato.

And the idea is that when you have a long-term task that you want to do or go on, like I want to write a chapter for a book, getting started writing a chapter of a book is daunting. It’s very hard to motivate yourself. So, what you can do is you can say, “I’m just going to set this timer for 40 minutes, and I’m going to sit down, and I’m just going to look at that page in front of me, I’m not going to allow myself to get distracted. But after the 40 minutes, I can take a short break.”

And that allows you to get over that hump of, “Oh, my gosh, I could never start this big project that I’ve been worrying about and thinking about.” And so, that’s one of the techniques I love. On the cover of my book, under the title, there is a little Pomodoro tomato timer. I don’t know how many people will get that, but that’s what it is. And I also glitched it up a little bit to show there might be a dark side or some excesses.

Pete Mockaitis
So, the Pomodoro, you are a fan there. And so that is, I believe, 25 minutes is the time there.

Joseph Reagle
I think that’s how it was started. I tend to do 45 to 50 minutes for writing.

Pete Mockaitis
Okay. Very good. And so, that you found to be good and workable and helpful in your world.

Joseph Reagle
I do. And, again, the interesting thing is it’s not so much a time management. It’s really a self-management tool. Because time really is what time is. You can’t do a lot with it. The real challenge is motivating ourselves. An economist from a couple of decades ago, who won a Nobel Prize, actually called this Egonomics. He proposed a new field of study for ways that we might understand the economics of our own self-regulation, the sort of economy of our desires and wants.

Pete Mockaitis
Yeah, that is fascinating. Can you share perhaps an insight or takeaway or two from that study?

Joseph Reagle
Well, he didn’t do a study. He wrote an essay where he was proposing this sort of study. And some of the examples he used back then was, he says, “Well, people do things to keep themselves from smoking cigarettes, or biting their nails.” Like, people would paint some disgusting nail polish on their nails so they would taste it. Or, if you have poison ivy, you put gloves on your fingers. And so, he said, “Just as a real economics, you see these exchanges and tensions, we grapple with these within ourselves.”

And, interestingly, if we go back even further, the Greeks spoke about this. They had a term for it called akrasia. And that was that frustration related to doing things that you shouldn’t do, and not doing things that you should do. And the classic example for that is Ulysses. He wanted to hear the sirens when he and his sailors were sailing by, but he knew that if everyone heard the sirens, they would be pulled to their death on the rocks. So, what did he do? He had himself tied to the mast, and could listen to the sirens, had the men put wax in all their ears so they couldn’t hear the sirens, and he could enjoy it but he knew he wouldn’t go crazy.

And, in economics, they call those Ulysses pacts, or—Ulysses is another name for Odysseus. And what you do is you commit yourself to something that it’s not easy to back away from. So, earlier I mentioned Nick Winter and his book, The Motivation Hacker, and he’s really fond of this app called Beeminder. Now, this would never work for me, but the app, what it does is it asks you to commit a certain amount of money to a task. And if you don’t do that task you forfeit the money.

So, you might say, “I want to work for 50 minutes to get started on my chapter today,” you set your Pomodoro timer. But what’s going to keep you from getting distracted? Well, there are some tools like Freedom that can keep you from going to Facebook, or Twitter, or Instagram. But you could also set a little goal on Beeminder that says you’re going to lose $10 if you fail to satisfy your Ulysses pact, your commitment.

Pete Mockaitis
Yeah. And so, I guess then you just have to be honest.

Joseph Reagle
You do.

Pete Mockaitis
You could go back in there and say I did or did not do that thing.

Joseph Reagle
That’s the question. Like, “Well, why would anyone not just lie and not lose the money?” But the thing that I encountered when I spoke to users of this application is that, one, they have this app very much integrated into their lives and their quantifications, so they really want good, accurate data for like how many words they wrote in a day, or how many Pomodoros they did, or whatever it is that they’re trying to do. And they don’t like to have their data distorted, and that’s helping them manage their data.

And then, two, they really appreciate the service. And so, they’re happy. Like, if you have a habit you really want to create, spending 10, and then if you fail, 20, it doubles. Spending that amount of money is worth it to you. And they very cleverly designed the app such that you end up paying the least money that’s still worth what that task is worth to you.

Pete Mockaitis
Wow. How do you arrive at such a figure?

Joseph Reagle
They’ve done some research. The company is a joint effort of two folks, Bethany Soule, who has a graduate degree in Computer Science, and Danny Reeves who has a PhD in Economics and Incentive Systems. And they have applied that economic quantified approach to the whole of their lives. I talk about their marriage in the chapter on hacking relationships.

And they bid for things in their relationship, like who’s going to take out the trash tonight. The one person might say, “Well, I would give you $2,” and the other person will say, “Well, I’d give you $3.” And so, the person might, “Okay, I’ll take the $3.” And for them, from an economic point of view, it’s very efficient because the person who least wanted to do it didn’t have to do it, and the person who got the most value of it did it. So they have a very unusual but interesting approach to life.

Pete Mockaitis
Right. And I guess, again, you need to be honest, like, “Oh, boy, I’d give you $500.” It’s like getting you trump, trump, trump, trumping them each time with a huge sum. But I guess that’s part of the marriage game is being honest and forthright and not trying to game the system there.

Joseph Reagle
Yeah, and they do exchange the money, they do have a hack on top of that, so they don’t exchange every single interaction they have. They only record and exchange money every 10 of these interactions, but then they multiply that interaction by 10. So, if it was $3 to take out the trash, it’d be worth $30. And it’s very unusual and they received some criticisms out there on the web.

But unlike some of the other excesses and unsavory hacking, at least they’re trying to be fair, at least it’s very explicit. They call it, you know, they are respecting one another’s utility curves. They’re not being exploitative. And I think you can find that in some other instances of lifehacking.

Pete Mockaitis
Well, respecting each other’s utility curves sure sounds romantic.

Joseph Reagle
Yes, that’s what some of the folks said, like, “This doesn’t sound like a real relationship.” And it’s definitely unusual, but it works for them. And when I tried to apply those distinctions of this, if it’s ethical or not, it seems above board.

Pete Mockaitis
Oh, certainly. And I’m sort of being a little cheeky with the actual words that phonetically you don’t sound romantic, but the concept, I think, really is in terms of being thoughtful about each other’s needs, and also somehow balancing your own stuff. And it reminds me back in the day when I had three roommates, and then we had four rooms in the apartment that were all a little bit different in terms of their pros and cons, with their space, and they have their own bathroom, etc. And it’s like, “Well, okay, how are we going to divide up this rent?”

And that was the game we played. It’s like, “Okay, you’d like the big room. Gotcha. And just how much would you be willing to pay in rent for that big room?” And so, by iteratively going through this, it worked out just right. It turns out I was a bit more frugal and I had the small room with a small rent, and the lawyer and the doctor, you know, they were living larger, and it was good and fine that way.

Joseph Reagle
Yes, it can be efficient. Of course, there are some downsides and they’ve had to think about that in the context of their relationship. So, she’s the only one that could actually be pregnant and have the kids. So, what is the value? Let’s say, for example, one of them was in school while the other person was working. And so, they had to figure out, like, “What is the value of these things?“

Their first daughter’s name was Fair, and they actually bid between themselves when they name the kid, and Fair won. And it went for a couple of thousand dollars between them. And, again, it’s very unusual, but at least, for them, those things weren’t taken for granted. I think that’s preferable to a relationship where you just assume, “Oh, you’re going to get pregnant and you’re going to stay home with the kids, and I’ll be earning the money and have plenty of spending money.”

Pete Mockaitis
Well said. Well said. Well, tell me, any final thoughts about lifehacking, great practices, how professionals might use some of this wisdom to accelerate their own ends?

Joseph Reagle
I would recommend people experiment with various things, but they need to ask themselves two questions, well, more than two questions, but let’s focus with two questions. When you go out and you buy a bit of self-help, whether about it’s productivity or minimizing and getting around the clutter, you’ll have to think about, “Well, compared to what? Is this technique going to be cost effective? Is it likely to be efficacious? And are there any side effects or harms?”

And I think if you’re attracted to something, and you can ask yourself those questions, and all that seems to bear out, I think it’s worthwhile trying while you’re also keeping yourself in check with respect to some of the excesses that fall from optimization.

Pete Mockaitis
Well-summarized. Thank you. Well, now, could you share with us a favorite quote, something you find inspiring?

Joseph Reagle
Sure. So, one of my favorite books on time management, and again that’s a bit of a misnomer because it’s really about managing ourselves, was Stephen Covey’s 7 Habits of Highly Effective People. And that was real popular back in the ‘80s, and even the ‘90s, but now other books like Ferriss’ 4-Hour Workweek, I think more people are probably familiar with. But he had this great quote, “The key is not to prioritize what’s on your schedule, but to schedule your priorities.”

And that’s because, I think, someone was telling me like Elon Musk has a calendar where he schedules every five minutes of his day, and I think that would drive most people nuts. That would not be effective for most people. And what Covey is suggesting instead is if you do want to prioritize having time to think about the long term, the things that are of high value to you, things in your personal life that you want to make sure that there’s room for, schedule your priorities.

Pete Mockaitis
Well said.

Joseph Reagle
Don’t fixate on your calendar and making sure that every five-minute chunk of your calendar is full.

Pete Mockaitis
Thank you. And how about a favorite study or a bit of research?

Joseph Reagle
This might not be appropriate because I know you’re looking for probably a study that tells you how to be more effective. But there’s a study I really like in terms of critical thinking, and it’s a follow-up to the marshmallow study. Pete, have you ever heard of the marshmallow study?

Pete Mockaitis
Oh, right, Walter Mischel. It’s a fave. Did he do this one or was someone else building off that work?

Joseph Reagle
The follow-up was in 2012.

Pete Mockaitis
Let’s hear it.

Joseph Reagle
So, the original one has been made use of a lot by people who were into like grit, and motivation, and sticking to it. And this study from decades ago was done by placing a marshmallow in front of a child, and they’d say to the kid, “You could have this marshmallow now or, if you wait, and I go look for more marshmallows and I come back in 10 minutes and you haven’t eaten the marshmallow, you can have two marshmallows.”

And so, in the study, they looked at the kids who ate the marshmallows immediately, and they looked at the kids who could persevere and hold off and be patient and wait for that second marshmallow. And then the interesting things is they tracked some of the indicators of those peoples’ lives as they move through their lives. And so, how did they do in school? Like, what was their SAT scores? Did they get a good job? Did they end up buying a house? You know, all those sort of things. Did they end up in a good relationship? And they found a very strong correlation between the people who were able to persevere and be patient, and those outcomes from later on in life, the good outcomes.
And for many decades, people then thought, “Well, if you want to raise kids, or if you want to do well in your life, you really need to learn how to persevere.” And the slight downside was that sometimes it led to the implication that if you ended up in life in a place where you didn’t really want to be, or if people fared poorly in life, it was their own fault because they didn’t have enough grit, and we just need to teach kids to have more grit.

Well, the study from 2012 added a step before the marshmallow. And the proctors of the study would do something with crayons. Before the marshmallow step, they’d bring out some dumpy crayons, half-used crayons, not a lot of shades of color, and they tell the kids, “Here are some crayons if you’d like to color in this book here. But I have a better brand-new set of crayons available if you’re willing to wait.” And they did the same thing. They said, “Would you be willing to wait and I’ll bring you back a nicer set of crayons?”

They went off and then the proctors came back and did one of two things. They said, “Oh, I forgot the really nice crayons. I’m so sorry,” or they gave them the good crayons. And so, the proctors were unreliable or reliable. Then they did the marshmallow study. And it turns out that when the kids had been exposed to an unreliable proctor, they did not get the nice new crayons, they ate that marshmallow right away.

Pete Mockaitis
Yeah, and that liar is not going to come back with two marshmallows.

Joseph Reagle
Yes, exactly right. And so, this is really nice evidence that it wasn’t necessarily the kids’ grit and perseverance, maybe these kids had a lot of siblings. And if you have a lot of brothers and sisters, you know you can’t leave that marshmallow sitting there. Or maybe they grew up in an impoverished family. And maybe those with the things that correlated with later-in-life outcomes, rather than in any essentialist kind of notion of grit and internal stick-it-to-it-ness.

Pete Mockaitis
That is clever.

Joseph Reagle
Yeah, so I really like that study because I think, again, it’s great for critical thinking. I use it with my students a lot. And it also is a bit of a caution with respect to some of the self-help advice we get, which is very individualistic, pull yourself up by your boot straps kind of stuff.

Pete Mockaitis
And how about a favorite book?

Joseph Reagle
I should’ve mentioned this earlier but there’s a great book on stoicism when you’re asking about that by William Irvine, called A Guide to the Good Life: The Ancient Art of Stoic Joy. And it really is, as you suggested, an up-to-date version of the ancient stoic philosophy. And so, he talks about how it emerged, and some of the differences between the Greek and the Roman. But the important thing is he says this is practical philosophy which isn’t taught in universities anymore. Now, it’s very formal, kind of a lot of history and theory.

But philosophy was supposed to be practical. It was supposed to give you some suggestions to provide guidance on how to live a good life. And I find Irvine’s book “A Guide to the Good Life” is full of really wonderful insights that are very applicable to the current day, to our immediate lives.

Pete Mockaitis
Thank you. And how about a favorite tool, something that helps you be awesome at your job?

Joseph Reagle
Well, one of the things that’s just built into my personality, though I think it can also be developed, is I document everything. I’ve been blogging forever, microblogging forever. I have a mind map called Freeplane that I really like to use, so all my reading that’s going to Freeplane. I’m really fond of this application called Zim Wiki. It’s a personal Wiki, so you can just easily create pages, and tasks, and to dates. Maybe if people are familiar with Evernote, it’s kind of like that, but I like Zim Wiki a lot more.

So, I don’t have a very good memory, so whenever I need to remind myself or something or think about. Last time, I had to submit my expenses because we use this awful software in my work. Well, with the steps that I went through to make it work, and I have it all documented there, so I really love those sort of tools.

Pete Mockaitis
Cool. And a favorite habit?

Joseph Reagle
A favorite habit? I ask myself, “Would I be happier person in the future if I did the thing that I’m waffling about doing?” So, maybe it’s brushing my teeth, or going to meditation, or whatever it might be, I try to think about my future self and whether he would be content and proud of the present self.

Pete Mockaitis
That is excellent. Thank you. And is there a particular nugget you share that really seems to connect and resonate with readers or listeners?

Joseph Reagle
This idea that self-optimizing can be suboptimal. I wrote a piece for The Guardian. That number, like a colleague just emailed me earlier today, saying, oh, she really loved that piece, and she wants to use it in her course.

Pete Mockaitis
Lovely. And if folks want to learn more or get in touch, where would you point them?

Joseph Reagle
You can go to my website reagale.org, and I’m also jmreagale on Twitter.

Pete Mockaitis
And do you have a final challenge or call to action for folks seeking to be awesome at their jobs?

Joseph Reagle
That’s a little bit difficult because then I would be setting myself up as a sort of self-help guru, which I’m being a little bit critical of. But I think people should be mindful of not only what they’re doing but why they’re doing it.

Pete Mockaitis
Well, Joseph, thank you so much. This has been a whole lot of fun. I wish you all the best with your lifehacking and optimally optimizing and falling into suboptimality. It’s been a lot of fun.

Joseph Reagle
Thank you, Pete.

423: Becoming Free to Focus with Michael Hyatt

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Michael Hyatt says: "What I'm after is... the double win. I want to win at work, but I want to succeed at life. I'm not willing to compromise either."

Michael Hyatt offers useful concepts to upgrade your productivity and focus, including the  freedom compass, the zones of desire and drudgery, and more.

You’ll Learn:

  1. How to do more of what you want with the “yes, no, yes” formula
  2. Three beliefs that prevent you from delegating your tasks effectively
  3. How to feel like you’re winning each day with the daily big three

About Michael

Michael Hyatt is the founder and CEO of Michael Hyatt & Company, a leadership coaching and development firm twice listed on the Inc. 5000 list of fastest-growing US companies. A longtime publishing executive, Michael is the former chairman and CEO of Thomas Nelson, now part of HarperCollins. He is a New York Times, Wall Street Journal, and USA Today bestselling author of several books, including Your Best Year Ever, Living Forward, and Platform: Get Noticed in a Noisy World.
Michael is the creator of the Full Focus Planner, which combines quarterly goal-tracking and daily productivity in a proven system for personal and professional achievement. His blog and weekly podcast, Lead to Win, are go-to resources for hundreds of thousands of entrepreneurs, executives, and aspiring leaders. He has been featured by Forbes, Inc, Entrepreneur, Fast Companyand Wall Street Journal. Michael and his wife of 40 years, Gail, have five daughters, three sons-in-law, and eight grandchildren. They live just outside of Nashville, Tenn.

Items Mentioned in this Show:

Michael Hyatt Interview Transcript

Pete Mockaitis
Michael, thanks so much for joining us here on the How to be Awesome at Your Job podcast.

Michael Hyatt
Thank you, Pete. I appreciate being on.

Pete Mockaitis
Oh boy. I think we’ll have a ton of fun. But first I want to hear about something fun in your life. You mention your dog, Winston, is exceptional in your About page and I want to know why.

Michael Hyatt
He’s the perfect dog. His temperament is fantastic. He’s just so easygoing. He always obeys. I don’t know. I feel like we won the lottery with him. He’s an amazing dog.

Pete Mockaitis
How did you get him?

Michael Hyatt
Well, we found out about a breeder in Indiana, who bred Australian Labradoodles. We got the dog from her. Then we sent him to a trainer in Indiana, a lady who actually is a Russian immigrant, who trains dogs for the federal government and for state agencies and therapy dogs and all that. She had him for about six weeks. I don’t know what she did, but some kind of Russian thing, but it’s amazing.

Pete Mockaitis
Oh Michael, I just love that so much because it’s like you eat, sleep, breathe people, development, and now even dog development. We’re going to find the best trainer in the world. We’re going to spend some deep focus time immersed and come back a renewed dog.

Michael Hyatt
Dog hacks. What can I say?

Pete Mockaitis
That’s fantastic. You’re unveiling some more wisdom in your latest book, Free to Focus. What’s the main idea or thesis behind this one?

Michael Hyatt
Yeah, the main thesis behind this is you can actually achieve more by doing less if you have the right productivity system. The problem with most productivity systems today is that they’re designed to make you more productive. Maybe you’re thinking, “Well, yeah, what’s wrong with that?” Here’s the problem.

People start out working a 12-hour day, they get some productivity hacks, adopt a few apps, they reduce it to eight hours and then they fill it up with more work. They try to be productive so they can be more productive.

I say productivity is a means to an end. You’ve got to be very clear about what the end is otherwise you’re just going to fill your life with work, you’re going to be overwhelmed, you’re going to be burned out, and you’re not going to get the kind of work-life balance that makes life rich and meaningful.

Pete Mockaitis
When you talk about defining the end, can you give us a couple of examples of how that gets articulated?

Michael Hyatt
Yeah, absolutely. In the first part of the book I talk about stopping and kind of taking stock. Get off that hamster wheel and ask, “Where’s this hamster wheel going? Why am I running this race? What’s it all about?” I say the end game needs to be about freedom. More productivity should lead to greater freedom and specifically freedom in four areas.

I talk about the freedom to focus. Focus is a super power today in our distraction economy. If you want to move the needle in your business and in your life, if you want your business to grow, if you want to get ahead in your career, you’ve got to be able to focus and do the deep work, the creative work that really creates the breakthroughs in your business and in your personal life. The freedom to focus.

You also need the freedom to be present so that when you’re at your son’s Little League game, you’re not on your phone thinking about work or you’re out for a day with your spouse or you’re significant other, you’re not thinking about work or when you’re at work, you’re not thinking about something that’s going off the rails at home. The freedom to be present.

Then third, the freedom to be spontaneous so that your life’s not so managed and not every last second is so planned that you just can’t stop and enjoy life, smell the roses so to speak.

Then finally, the freedom – and this is really underrated, but the freedom to do nothing at all. All the brain research says that we’re the most creative, we experience the biggest breakthroughs when our minds are the most relaxed. That means we’ve got to intentionally have that white space where we do nothing.

I learned this when I was in Italy a few years ago. They have a saying in fact. They talk about a dolce far niente, which means the sweetness of doing nothing. It’s true. You think about when you have the breakthrough ideas, the most creative ideas, often it’s in the shower or out for a walk or doing something that amounts to nothing. That’s what I’m after is freedom. I think productivity should lead to that.

Pete Mockaitis
That is a lovely turn of a phrase, the sweetness of doing nothing. I’m reminded maybe when you said Italy, it brings about images. I’m just thinking about just sort of strolling, just walking with a good friend, catching up and chatting. It’s like I enjoy doing nothing in those moments so much. It’s like I don’t even want to be burdened with having to think about where we’re going and where the restaurant is, just having faith that a good eatery will appear if that’s kind of what we’re up to. It’s much more fun.

Michael Hyatt
Yeah, and I don’t think they have bad food in Italy.

Pete Mockaitis
Oh, in Italy you’re covered. Sure.

Michael Hyatt
Yeah. Everything I ate there was phenomenal.

Pete Mockaitis
Totally. That’s cool. That’s the process in terms of the steps as we’re stopping. We’re taking stock. We’re pointing to greater freedom and a few kind of particular forms of freedom. What comes next?

Michael Hyatt
Yeah, in that same section, under Stop, talk about formulate, so formulate a clear vision for what your productivity, you want to accomplish with it. Then secondly, evaluate. This means taking stock of our workflow, our work style. I talk about a concept there called the freedom compass, which I think is really a big paradigm shift and a way to think about your work that makes it possible for you to focus on your highest and greatest work because not all work is created equal.

I talk about kind of a two-by-two matrix, where you have passion intersecting with proficiency. There’s some tasks – and imagine this rotated 45 degrees and you’ve got a compass, where true north is where your passion and your proficiency come together, the things you love, the things that you are deeply satisfying, that you enjoy, plus proficiency, the things that you’re good at.

Not just proficiency in your subjective opinion, but in an objective reality, where people are willing to pay you to do this. That I call the desire zone. That’s where you want to focus the bulk of your time and the bulk of your energy.

Directly south, directly below that is what I call the drudgery zone, things that you hate, you don’t have any passion around it and you’re not very good at. It’s going to be different for everybody, but for me it’s things that look like administrative kinds of activities, like managing my email inbox, managing my calendar, booking travel, even finding the FedEx box, just running errands. All that’s in my drudgery zone. It’s kind of a grind when I have to do that.

Then there’s also the disinterest zone, where you don’t have any passion, but you might be pretty good at it. A lot of people get trapped in this because maybe they were good at something, they lost the passion and they keep doing it because it keeps making them money, keeps bringing home the bacon.

For me, when I started out as an entrepreneur this was accounting. I did it because I didn’t want to pay somebody else to do it and I was really good at it, but I didn’t have any passion and that leads to boredom.

Then on the opposite side of the freedom compass from there, due west, would be what I call the distraction zone, where you like doing it, but you’re not very good at it and you end up escaping there and then it wasted a lot of time.

Again, the key, and it leads to the next part of the book, but the key is to eliminate everything that’s not in your desire zone, the things that you’re passionate about and proficient at, because that’s where you’re going to see the biggest growth, the biggest progress, the most results. That’s the chapter on evaluation.

Pete Mockaitis
That is a nice two-by-two matrix and a clever rotation that makes it a compass. When you talk about doing more of the good stuff and less of the drudgery, what are some of the best ways that we can accomplish that? You have some things about saying no and some things about outsourcing. How do we systematically get our proportions more and more in the desire space?

Michael Hyatt
Yeah. One of the things is I think to set ourselves up for success. That’s actually that third chapter in that first section before we get to the Cut section, which is about rejuvenation. This is one of those things that’s easy to overlook because we live in the hustle economy. We’re encouraged to burn the candle at both ends, to work evenings and weekends. Elon Musk said unless you’re working 80 to 100 hours a week, you’re not going to make the progress you need to.

One of the most important things you can do is take care of yourself if you want to be more productive. Getting a good night’s sleep, something as simple as that, can make the difference between whether you’re focused or productive the next day. I talk about sleep, nutrition, exercise, relationships. Those have a lot to do with how productive we are. That’s all the rejuvenation chapter.

But then moving into that second section, the section called Cut. The first one’s Stop. The second part of the framework is Cut. How do we prune all that stuff that’s not in our desire zone? It really does start with elimination. We’ve got to eliminate the stuff that doesn’t need to be done and the best way to do that is to head it off at the beginning by getting better at saying no.

Warren Buffet once said that “The difference between successful people and really successful people is that really successful people say no to almost everything,” but how do we do that without being a jerk? In the book, I talk about how to do that. I talk about how to give a graceful no. I talk about it using a formula called Yes No Yes. It’s the positive no that William Ury talks about in his book, The Power of a Positive No.

Let me illustrate. I spent most of my career in the book publishing industry. I still to this day get a lot of requests from aspiring authors, who would like me to review their book proposal before they send it to an agent or a publisher. Now, I don’t really have time to do that. I don’t want to be a jerk, but I don’t have time to do that. I have an email template that I use. I respond with that formula, yes, no, yes.

Here’s what it looks like. First of all, I start with an affirmation. I start off not resenting the fact that they asked me to review this proposal. But I’ll say something like, “Hey, congratulations. You’ve done what 97% of most aspiring authors will never do and that is create a written book proposal. That is a phenomenal first step. It’s a foundational step and an important one. Way to go.”

Then I move from the yes to the no. Here I want to give a very firm, unambiguous no, so there’s no misunderstanding. I’ll say something like this, “Unfortunately, in order to be faithful to my prior commitments, I have to say no.” I’ve made it very clear that I’m a person of integrity in terms of trying to be faithful to my other commitments, but I give them a firm no.

I don’t say, “Check back with me in a month. I’m a little busy right now,” because in a month it’s going to be the same story, so I might as well cut it off right now.

Then I end with a positive with a yes so that I leave a good taste in their mouth. I’ll say something like, “Best of luck with your publishing product. Let me know when it comes out. Can’t wait to pick up a copy. All the best. Thanks for honoring me with your request,” something like that.

I’ve never gotten a negative response when I follow up with an email like that. For the most part, people are just glad that they heard back from me because so often we send a request like that and we don’t hear because the person is procrastinating because they don’t know how to respond. They want to say no, but they don’t know how. I make it very clear.

Pete Mockaitis
Yeah, I really like that. I find that when you talk about we don’t know how to respond and we procrastinate, I find that I get a lot of requests, it’s sort of like someone’s presenting me with an opportunity, but I don’t think that they’ve given me nearly enough information to even evaluate if it’s worth talking for 15 minutes about the thing.

I’m trying to craft my TextExpander, generic response, which says, “I will need to know more before I can tell you whether or not I can talk to you about this,” which feels a little bit like, “Oh well, someone’s really busy,” but that’s really how I feel. It’s like “You know your product/service/offer better than I do. What you’re saying might be cool, but I really have no idea what this is supposed to be. Where’s the value here? Could you explain that so that I could tell you if we can find 15 minutes?”

Michael Hyatt
See, that’s a perfect example of what I talk about in the next chapter on automation, where you take something like TextExpander or you could use your email apps signature capability, but come up with a list of email templates so that you can respond to the most common kinds of requests so that you don’t have to create it from scratch every time.

I’ve tried to develop sort of this template mentality, where I ask myself if this task I’m about to do if I think I’m going to have to do it again in the future, why not take a few extra minutes now, do it right, save it as a template or a TextExpander snippet so that I can reuse it in the future and not have to reinvent the wheel every time.

For that example, a great way to deal with that using the Yes, No, Yes framework would be to say, “Hey, thanks for thinking of me for your podcast. I’m honored. I would be happy to consider it, but I need just a little bit more information.” Then you’d go through the information that you need and then let it go from there.

Pete Mockaitis
There you go. That is a nice sentence. “I’d be happy to consider it. I need some more information.” Tell me, what are some other top templates you find yourself using again and again?

Michael Hyatt
Well, here’s what I did, how I started this. This is probably about 15 years ago. I noticed that there was sort of a limited range of requests that I was getting. I would get requests from people who wanted me to consider a speaking engagement or wanted me to consider serving on a non-profit board or make a charitable contribution or just have coffee with me so they could pick my brain. There were about 40 or 50 of these as I catalogued them.

Then what I tried to do – I didn’t sit down and write all these templates at once – instead what I began to do is incrementally populate a template database. At the time I was using email signatures to do this. Now TextExpander makes it even cooler. But to write these one at a time until I had a library of templates.

Every time one of those requests comes in now, I look for the template where I can respond, very rare that I don’t have a template. Instead of taking 10 or 20 minutes, now it just takes a few seconds.

But it’s not just email. For example, I use Apple Keynote for creating slide decks. If I public speech that I’m going to give or a webinar that I have to give, I always start with a template, like with a webinar. I’ve got seven main parts to all my webinars. They always start the same way. They’ve got the same transitions and the same pivots and the same ending and all that.

It’s kind of like paint by numbers, but again, I’m starting with sort of that template mentality of if I’m going to do this again, how can I do it right the first time so I can reuse it, polish it, improve it, and get better at this and take less time as I do it.

Pete Mockaitis
There’s so much good stuff here. I want to dig in in all kinds of places, but it would be too scattered. First, let’s chat a little bit in the realm of going back to stopping for a moment. You mentioned rejuvenation. I think that we’ve heard from a few sleep doctors, a lot of good tips there and I’m a huge advocate for that. It’s so important.

But I want to get your take on when it comes to nutrition and exercise, boy, there’s a lot of advice out there. What have you found ultimately really yields good quality rejuvenation, energy, and freedoms?

Michael Hyatt
First of all, disclaimer, I’m not a physiologist or a doctor or a fitness trainer or any of that. What I do know is what works for me and I have studied a little bit.

But with regard to nutrition, I found that one of the best things to do is to really take it easy on the carbs. A high-carbohydrate diet creates a lot of problems in terms of focus and productivity. It’s why when we eat lot-quality carbs and we eat a lot of these kind of carbs like at lunch, like I’m talking about white bread, pizza, mashed potatoes, pasta, that’s why we kind of go into that funk in the afternoon and get sleepy because that turns to sugar very quickly. It burns up fast and it just doesn’t keep our blood sugar level at a level where we could be really productive.

One of the things I’ve done, and this is – I may lose some of your listeners here – but one of the things I’ve done for several months now is I’ve been on the keto diet. That’s a high fat moderate diet, a moderate protein, low carbohydrate diet. One of the things I had no idea about was how much brain fog I had until I started doing this diet.

It was actually developed back in the 1930s to help epileptic children deal with seizures. There’s a cognitive relationship between this diet, high fat, and your cognitive function. That’s been helpful to me.

I’m very careful about taking supplements, about checking my blood a couple times a week with my physical – or a couple times a week, a couple times a year with my physician, just making sure that my markers are right so that can serve as an early warning sign to head off problems before they happen.

Then I work out five to six days a week usually about an hour, three days of cardio, three days of strength training. All that just keeps my energy level up. It’s important to move in some way like that.

Pete Mockaitis
When you do the cardio or the strength training, what kind of intensity are you shooting for?

Michael Hyatt
Well, I would say moderate intensity. I’m kind of an achiever, so I’m always trying to beat my personal best. I feel like I’m in the best shape of my life that I’ve ever been in. I do work with a trainer, who prescribes a program for me. We get together once a month and reevaluate the program and see where I want to go from there.

I was training for a half marathon this spring, but I injured my foot, so I’m going to back that off till this fall. But typically what I’ll do on the cardio before I had the injury is that I’ll run about 30 minutes of interval training twice a week and then I’ll do a long run and a progressively longer run on Saturdays. Yeah, it depends on what I’m training for.

Pete Mockaitis
Okay, very good. Well, so now, talk about cutting again. You mentioned that there’s something that we should permanently remove from our to-do list, what is this?

Michael Hyatt
First of all, you should remove the drudgeries of stuff. That’s where you really start is with the drudgery zone activities. Those are not the best and highest use of you. They’re not going to create leverage in your business or your personal life. You’ve got to really focus on those desire zone activities.

Again, that begins with elimination and it goes to automation, and then that final chapter there is all about delegation, which one of the things I found with people that have businesses or leaders, until you can scale yourself, you can’t scale your business.

Pete Mockaitis
Understood. All right, so when it comes to that delegation, any particular tips in terms of where to get started if you’re having trouble letting go of anything?

Michael Hyatt
Yeah, I think the first thing that we’ve got to do, Pete, is confront sort of the limiting beliefs or the way that we think about delegation. In my experience with coaching now hundreds and hundreds of entrepreneurs there’s usually three sentences that rattle around in their head. The first one is “If I want it done right, I have to do it,” what?

Pete Mockaitis
Myself.

Michael Hyatt
Right. Or here’s another sentence that they have. This would be a second sentence. “It takes longer to explain how to do it. I might as well just do it myself.” Or they say, “I can’t really afford additional help right now. I guess I’m going to have to do it myself.” As long as yourself is at the center of all this, you’re not going to be able to grow, you’re not going to develop additional capacity, you’re not going to be able to accomplish what you want to accomplish.

Let’s look at those one at a time. To the person who says “It takes longer to explain how to do it. I might as well just do it myself,” it’s true. It does take longer to explain it the first time, but once you explain it the first time and give people an opportunity to do it so that they can be trained, then you save yourself all the time because you never have to touch it again.

“In terms of if you want it done right, you’ve got to do it yourself,” here’s the beauty of the freedom compass. What’s in your drudgery zone, might be in somebody else’s desire zone. If you hire right so that you have compatible people that offset what’s in your drudgery zone with what’s in their desire zone, then not only can they do it as well as you could do it, they can do it better than you could imagine doing it.

That’s basically how I’ve grown my entire business. I have 35 full-time people. Last year we grew 62%. I hire specifically for people that are doing their desire zone activities so that everybody’s functioning in their strengths and doing the things that they love and the things that they’re proficient at. That’s a real key.

Then the whole thing about affording, “I can’t afford somebody to do it,” you can take baby steps. I’m not advocating going out and hiring a big staff or even hiring somebody full time. You can start as a solopreneur or as a leader just with a part time virtual assistant. That’s how I started.

Back in 2011 when I left the big corporate world, where I was managing a large company where we were doing a quarter of a billion dollars a year and then I stepped into a solopreneur job, where I couldn’t even find a FedEx box. I had to start small. I hired a virtual executive assistant, who worked five hours a week. I did that for a couple of weeks. I saw the value of it. Then I upped their time to about 10 hours a week, then 15 hours, and 20 hours.

But here’s how the conversation often goes. I had a client by the name of Greg. Greg said, “Look, I’ve got a business where I have to have a web presence. I know just kind of enough about web design and web development to do it myself. It’s probably not the best use of my time, but I really don’t feel like I can afford somebody else to do it now.”

I said, “Well, let me ask you a question, Greg. How much do you bill for? What’s your hourly rate?” He said “150 dollars an hour.” I said, “Okay.” I said, “What would it cost you to get a WordPress developer, somebody that was really good that knew what they were doing? They could do a little bit of design work too.” He said, “Probably 50 dollars an hour.” I said, “Then why are you paying somebody 150 dollars an hour that you admit isn’t that good?”

The lights went on. He went, “Wow.” I said, “If you hired somebody at 50 dollars an hour, it would free you up to bill for that additional time and you’d come out ahead 100 dollars an hour.” That’s how we have to think about delegation. It requires an investment first, but boy, that’s when we begin to reap the rewards and that’s when we begin to clone ourselves in a sense because we’ve got other people that are helping us.

Pete Mockaitis
For folks who are professionals and not business owners, what are some key things you’d recommend they delegate?

Michael Hyatt
I think the same thing. Go back to the freedom compass. Start with the drudgery zone because your company is probably not paying you to do those things that you don’t love and those things that you’re not proficient at. If they are, you’re in the wrong job. Get rid of those things because it’s not the best and highest use of you.

Then go to the disinterest zone, then the distraction zone. Again, focus on those few things that really create the leverage, the things that your employer thinks the results you ought to be delivering. That’s where you’re going to see the advance in your career.

Pete Mockaitis
Very good. When it comes to cutting, how do you recommend we cut distractions?

Michael Hyatt
Well, you’ve got to have an offensive plan to begin with. I talk in the book about how to design your quarter, how to design your week and how to design your day. Once you have a good offensive plan, then you’ve got to come up with a defensive plan for the interruptions. I distinguish between interruptions and distractions, two different things.

Interruptions are the external things. It’s people dropping by to visit. It’s that text message you get. It’s people interrupting you. I often talk to leaders who say, “I can’t get my own work done because I’ve got so many people interrupting me to help them with their work.” I think one of the best strategies is to have an offense on those two.

First of all, schedule time to get your most important work done. Make it a commitment and put it on your calendar. What gets scheduled is what gets done.

Then, preempt those interruptions by going to the people who are most likely to interrupt you, and you know how they are, go to those people and say, “Hey, look, I’m about to do some really important, focused work. It’s important that I don’t get interrupted, but I want to be available to serve you, so are there any questions you have, anything I can help you with before I go into this session?”

Pete Mockaitis
All right.

Michael Hyatt
This is awesome because, now all of the sudden, you’ve put them on notice and you’ve also not been a jerk about it. You’ve communicated that you want to help them, but you kind of want to do it on your terms.

Then you’ve got distractions. Now distractions are all the stuff that look external, but are really a problem with ourselves with self-control. This could be jumping over to Facebook. The problem is we’ve got multi-billion dollar-social media companies, who are doing a tremendous amount of research and whose entire business model is built on high jacking our psychology and manipulating our dopamine.

They want us to spend as much time on those platforms as possible. Why? Because they’re repackaging our attention and they’re selling it to the highest bidder in the form of advertisers. We have to combat that. The best way to do it, I think, is to use technology to fight technology.

For example, my smartphone, it looks like a really cool device. It does a gazillion things. I’ve got an iPhone XS Max. It does a bazillion things, but it’s a very sophisticated distraction device if I’m not careful. On my phone, I’ve removed email. I’ve removed Slack, which is our internal communication program. And I’ve removed all social media with the exception of Instagram because I’m trying to build my Instagram following.

But even there I’ve used the technology to fight technology. I go into settings, screen time, and I limit my use of Instagram to 30 minutes a day. Even better, I gave my phone to my wife and I said “Set a passcode for that so that I can’t cheat and don’t tell me the passcode.” When my time is up on Instagram, my time is up.

There’s a great app for the desktop that works on Windows or Mac or any platform called Freedom. You can find it at Freedom.to. I don’t have any relationship with them except that I use this program and love it. But it allows you to selectively turn off apps and websites for a specific period of time, which allows you to stay focused when you do your most creative breakthrough kind of work.

The only way to defeat Freedom is to completely reboot your computer. That gives me just friction so that I can remember my intention that I’m trying to get focused work done. It enables me to avoid the distraction.

Pete Mockaitis
Excellent. What do you think about mindfulness practice when it comes to building the capacity to resist distraction?

Michael Hyatt
I think it’s really important. I meditate every morning for 15 minutes. It just gives me the opportunity to collect my thoughts, to kind of get centered, to get focused, to get re-connected with my most important priorities. Again, it kind of goes back to the freedom that I talked about before, the freedom to do nothing. It’s often underrated.

Pete Mockaitis
Now, I’d love to dig in for a moment now. When you say meditation, are you referring to more of a mind training exercise or more of a prayer exercise?

Michael Hyatt
Well, I actually do both. I do pray. I also do just straight up meditation. I use an app called 1 Giant Mind. Are you familiar with that?

Pete Mockaitis
I know a couple. I don’t know that one.

Michael Hyatt
It’s awesome. If you’re familiar with Headspace-

Pete Mockaitis
Right.

Michael Hyatt
It’s kind of similar to that, but I actually like it better and it’s free. But 1 Giant Mind. It has 12 initial lessons and then you can go into a 30-day challenge, but the instruction is fantastic.

Pete Mockaitis
Oh lovely. Well, thank you. I’ve enjoyed a little bit of all of them in terms of Calm, Simple Habit, Headspace. They all give me a little bit of a different perspective. I go, oh yeah, that’s a really good one. Thank you. Much appreciated. We’ll check out another one. Cool.

Michael Hyatt
That’s right.

Pete Mockaitis
All right, so we talked about stopping. We talked about cutting. Now what?

Michael Hyatt
Yeah, so now we get to that third section of the book, which is called Act. It’s a little bit counterintuitive because you’d think that Act ought to come first, but I find that you’ve got to stop, kind of reflect where you want to go, then you need to cut or prune because anything that’s healthy has to be pruned from time to time, but now it’s time to act.

Now, hopefully, you’ve gotten rid of all the stuff that’s in your drudgery zone, a lot of the stuff in your disinterest and distractions zones and now we’re going to focus on how to get more done in your desire zone, the things that you love and the things that you’re good at. That begins with a chapter called consolidate. This is all about designing your ideal week.

The idea is that you want to design a week as if you were in 100% control of your time and resources. What would that look like? If you really wanted to give it some intelligent design and not just be reactive to what came over the transom and schedule those things, but actually we’re very proactive about it.

Here’s how mine works for example. First of all, I’m going to start with on Mondays is when I have my internal team meetings. I batch all these together for one simple reason. It’s the concept of context switching.

In other words, anytime I switch a context, for example, I go from a meeting to I go to some time where I’m working on a project to maybe I’m going to record some video, anytime I go to a different context, there’s a certain amount of ramp up time, a certain amount of time to kind of get into the groove, find my equilibrium and get into flow. Well, the less you can do that, the more momentum you can build.

When I get into that space in my head of meetings and I’m in meeting mode, then I just batch them altogether. Internal meetings are all on Monday.

Tuesday, is all about what I call backstage time. This is my time for preparation on the front stage. Everybody’s front stage is going to look different, but the front stage is what your employer or your clients are paying you, that’s what you’re delivering, but there’s always some backstage work that has to be done in order to do that.

If you’re a lawyer, for example, your front stage might be arguing a case before a court or negotiating a contract on behalf of a client, but there’s a lot of research in the backstage that has to go into that preparation. For me, Tuesday is all about that preparation.

Wednesday and Thursday for me are front stage activities. For example, when I record my podcast, I do that in a day and a half once a quarter and I record 13 episodes in a row. It takes me a day and a half, but then I don’t think about it for another quarter. I get into that headspace and I stay focused and knock it out.

Then on Friday is when I try to consolidate my external meetings. If anybody wants to meet with me, they come in from out of town or a vendor or a client or whatever, I try to move those to Friday. Why? Because I don’t want those meetings interrupting my progress on my front stage days or my back stage days.

Then, of course, I have – and a lot of people don’t know about this – but there’s actually an offstage. All of life doesn’t have to be work. On the weekends, on Saturday and Sunday for me, I’m not thinking about work. I don’t talk about work. I don’t read about work. I don’t do work. Why? Because I want to get back in on Monday morning totally rejuvenated and ready to hit the ground running.

That for me is my ideal week. This could be a game changer for people to begin to get some sense of control back. I would say, Pete, probably in any given week, I’ll probably approximate that about 80%. Things are going to happen. I don’t try to be legalistic about it. But boy, going into the week with a plan is a whole lot better than just reacting to what comes over the transom. Does that make sense?

Pete Mockaitis
I like that a lot. Yes. What do you think about in terms of total hours of work in a day and a week, energy levels and optimizing that?

Michael Hyatt
Yeah, I keep my work to 40 hours a week. I can tell you that the science and I quote it in the book, but once you get past about 55 hours a week, there’s an inverse relationship between the amount of time you work and the level of productivity you have. It actually goes backwards after you give 55 hours. There’s been a lot of study done on this.

But the average person is buying into what I call the hustle fallacy, where you’ve got to work 80 hours, you’ve got to work 100 hours. That’s a recipe for burnout. It’s also a recipe for screwing up your life, screwing up your health, screwing up your most important relationships.

What I’m after, personally, is what I call the double win. I want to win at work, but I want to succeed at life. I’m not willing to compromise either for the sake of the other one.

Pete Mockaitis
Well, so I’d love to get your take, I don’t know if you would liken yourself to this, but I think of, hey, Michael Hyatt, Elon Musk, two titans, very different perspectives. I guess, when it comes to Elon Musk it’s like I cannot deny that is one successful dude, who has made a lot of things happen and he espouses very much the hustle mentality.

Michael Hyatt
He does.

Pete Mockaitis
How do we reconcile that?

Michael Hyatt
Well, I think it depends on you define success. He’s blown through a couple marriages. He, by his own admission, doesn’t talk to his kids hardly. He’s sleeping at the factory so much so that his fans started a Kickstarter page to buy him a new couch, kind of as a joke, so he’d have something better to sleep on. He’s appeared in the media and said some crazy things, which have led even to fines from the SEC and other federal agencies.

I think it depends on how you define success. Look, I’m not holding myself up as a paragon of virtue, but here’s the thing. Here’s what’s possible. Last year I took off 160 days, now that counts weekends, so 160 days including a one-month sabbatical, which I’ve done every year for the last eight years and my business grew 62%.

Pete Mockaitis
Awesome.

Michael Hyatt
I really think this idea of achieving more by doing less – the hustle fallacy, I want to keep my health. I’d like to live a long time. I’ve been married for 40 years, almost 41 years. I have 5 grown daughters, who I adore and who like me. This doesn’t just happen by chance. It’s not because I’m lucky, but I’ve tried to focus on those things.

Again, I’m not trying to hold myself up as the paragon of virtue, but I’m just saying that there’s a different model for success than the one that Elon Musk espouses. I’m not trying to judge him, but just look at the fruit, look at the results.

Pete Mockaitis
All right. Well done. Thank you. Well, tell me before we sort of shift gears and do your favorite things, any sort of key mistakes folks make when they’re trying to say, “Heck yes, I want to get free to focus and do these things.” What are some roadblocks or some fumbles folks make along the way as they’re trying to enact this stuff?

Michael Hyatt
Well, I think the biggest tip I can give people is to get a plan for your day. This is where you’re going to get the biggest leap forward. I advocate something called the daily big three. Here’s how it goes for most people. They start the day – if they have a to-do list, and not everybody works with a to-do list, which is also a guarantee for being reactive, but let’s say you have a to-do list. The average person’s going to have somewhere between 20 and 25 items on that list.

Pete Mockaitis
No kidding.

Michael Hyatt
Yeah. Before they begin the day, they’re already feeling overwhelmed, like there’s no way that I can accomplish what’s on my list. They get to the end of the day and even if they’ve done half of it, where do they focus? On the half they didn’t get done. They go to bed defeated. This becomes a vicious cycle. It creates a lot of dissatisfaction, a lot of frustration and ultimately leads to burnout.

But the problem is they’ve created a game, they’ve set themselves up to fail by creating a game that they can’t possibly win. What I suggest is instead of that, go ahead and identify the three highest leveraged tasks that you can do today. Not all tasks are created equal. We know from the Pareto principle that 20% of the effort drives 80% of the results.

Let’s just go ahead on the front end and say “What are the three most important things that I can do today?” Now all of the sudden that seems manageable. At the end of the day when I accomplish those three things, even if I didn’t do all the other trivial things, at least I got the most important things done.

You do three important tasks like that a day, you do it 250 days a year, which is the average number of workdays people have, that’s 750 important things per year. That, more than anything else, will give you a sense of control and give you a sense that you’re winning. When you feel like you’re winning, it builds your confidence and it builds your momentum.

Pete Mockaitis
Yes. I like feeling like I’m winning. Well said.

Michael Hyatt
Me too. Me too.

Pete Mockaitis
Well, now could you share with us a favorite quote, something you find inspiring?

Michael Hyatt
Yeah. I think one of my most favorite quotes is one by Warren Buffet. He said that “The difference between successful people and really successful people is that really successful people say no to almost everything.”

Pete Mockaitis
Beautiful. How about a favorite study or experiment or bit of research?

Michael Hyatt
I would say the research that I’ve done into sleep has been probably the most rewarding, especially into naps because I sort of knew intuitively that napping was a powerful way to rejuvenate and kind of reboot in the middle of the day. I’ve faithfully practiced it for about 30 years.

I took a nap today, so between interviews I laid down for 20 minutes, fell to sleep – I trained myself to fall to sleep quickly – I wake up and I’m a little bit groggy maybe for about ten minutes or so, drink a cup of coffee, and then it’s like I’m rebooted.

Pete Mockaitis
Well, now I want to know, how do you train yourself to fall asleep quickly?

Michael Hyatt
It’s not unlike training yourself to meditate. I don’t put a lot of pressure on myself to fall asleep. What I do is kind of try to focus on my breathing and focus on relaxing. If you do that and do it routinely, you’ll find yourself falling asleep. If you don’t fall asleep, it’s still rejuvenating, even if you do nothing but put your feet up and relax.

Pete Mockaitis
How about a favorite book?

Michael Hyatt
I’m one of those guys, I read a ton. I tend to focus on the books that I’ve read most recently. The book that I love that I just finished here about two weeks ago was Digital Minimalism by Cal Newport. Have you read that?

Pete Mockaitis
I have perused it. Can you tell me maybe a takeaway that was particularly valuable for you?

Michael Hyatt
Yeah, the biggest one was on the value of high-quality leisure, so really being intentional about your leisure time and how it correlates to our work, it makes us more productive at work. But that was really challenging and really exciting to think about.

Pete Mockaitis
How about a favorite tool, something that helps you be awesome at your job?

Michael Hyatt
Let me think here for a second. I would say the tool that I’m enjoying the most right now is a tool called Notion. Have you heard of it?

Pete Mockaitis
No.

Michael Hyatt
Notion is kind of like a personal Wiki. It could be. A lot of people are using it as an Evernote replacement. I’m still using Evernote, but only as a digital junk drawer. Notion is where I put structured information, information I want to get back to. It’s a whole lot of fun. It’s an outstanding tool.

Pete Mockaitis
Interesting, thank you. How about a favorite habit?

Michael Hyatt
A favorite habit without question is my morning routine, just going through my drill every morning, setting myself up for high performance. Again, I learned this from the world of athletics, where the world’s best athletes have a pre-game ritual. I think of my morning time as a pre-game ritual. That’s the time when I’m going to pray, the time I’m going to meditate, the time I’m going to exercise and get fueled for the day.

Pete Mockaitis
Is there a particular nugget you share that really seems to connect and resonate and get quoted back to you frequently?

Michael Hyatt
I think it’s that one about winning at work and succeeding at life. I think that with my clients, that’s just captivated their imagination and gets them really excited because I think most people have kind of fallen into this idea that you’ve got to give up one or the other. You can’t have both. I think when people are given a model, and that’s what I try to do in the book, Free to Focus, for how that can be done, it resonates with people.

Pete Mockaitis
If folks want to learn more or get in touch, where would you point them?

Michael Hyatt
Well, in terms of the book, I would go to FreeToFocusBook.com. It has links to all the places where you can buy the book, but more importantly, it also has 500 dollars’ worth of free bonus material related to the book that you can get just by turning in your receipt. That’s all you’ve got to do. Turn in your receipt, claim the free bonuses. It has some amazing stuff including the audio version of the book for free. Then for all things related to me, just MichaelHyatt – Hyatt with a Y, not an I – MichaelHyatt.com.

Pete Mockaitis
Do you have a final challenge or call to action for folks seeking to be awesome at their jobs?

Michael Hyatt
Yeah, I would say that in this kind of distraction economy where people are so sidetracked and there’s so much sideways energy and so much fake working going on, if you can learn to focus, that could become a super power.

I would just encourage people to differentiate themselves from their competitors and from their peers by being the person that really can deliver the highly creative, deeply important work that moves their business forward, that moves their personal work forward because so many people are sidetracked and distracted. You can differentiate yourself and make a real difference in the world.

Pete Mockaitis
Beautiful. Michael, this has been a ton of fun. Thanks so much for taking the time.

Michael Hyatt
Thank you, Pete. Appreciate it.