A Calmer, More Human Approach to Time Management

Is it possible to remain calm and focused when everything around us is getting faster, noisier and seemingly more demanding?  I think it is, and in this week’s episode, I’ll share some of my insights so you, too, can remain productive in a quiet, focused way.  Links: Email Me | Twitter | Facebook | Website | Linkedin   Learn more about the Quiet Productivity Method here Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived   The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack  The Working With… Podcast Previous episodes page   Script | 418 Hello, and welcome to episode 418 of the Your Time, Your Way Podcast. A podcast to answer all your questions about productivity, time management, self-development, and goal planning. My name is Carl Pullein, and I am your host of this show.  Recently, I had a call with one of my coaching clients who is completely on board with AI. He’s gone down the usual rabbit hole of ChatGPT, then Claude, then back to ChatGPT, then to Google’s Gemini and now he’s obsessed with Claude again.  It reminded me of the late twenty-teens when everyone was switching between Evernote, Notion, Apple Notes, and then Roam Research. It was an amusing merry-go-round.  One of the ironic things about my client is that he’d had to wake up at 5:00 am to review the materials for a workshop he was delivering that day because he suddenly thought Claude might not have given the correct information, and he needed to check everything before 9:00 am.  I asked him how long he usually took to prepare for a workshop like this, and he replied that it normally took three or four hours. However, he said emphatically, with Claude’s help, it’s taking him around six to eight hours. I did point out the obvious. With AI’s help, it’s taking twice as long, but he dismissed that, saying AI was the future and that by doing it this way, he was learning and would eventually be faster.  Fair point.  But he did have to wake up two hours earlier than normal. Not something I would enjoy doing.  This reminded me that life, whether it’s our personal or our professional lives, shouldn’t be lived at speed. Life should be lived at our own pace.  Two YouTube videos I recently watched emphasised this. One was by Matt D’ Avella, and the other was from Samurai Matcha.  In Matt’s video, entitled I Tried to Optimise my Life. It made it Worse, Matt pointed out that trying to live a productive life left him feeling frustrated. All the curated lists and time blocks on his calendar just set him up for failure.  If he didn’t clear his to-do list or he was unable to follow his time blocks, he’d end the day feeling that he’d failed. This left him feeling miserable all evening and wondering what was wrong with him. Then I watched Samurai Matcha’s video entitled “10 Real Japanese Organisation Tricks”, in which he explained why his girlfriend’s organisation philosophy was brilliant.  Her philosophy was that the goal of organising is to always know where everything is. This meant that things were stacked so you could see what was in a cupboard or refrigerator as soon as you opened the door. That clothes were arranged so that, just by looking in a wardrobe, you could instantly see what was in there.  It isn’t about having everything look pretty and tidy, only to be unable to find what you are looking for. It’s about knowing instantly where everything is.  So there you have one person trying to optimise everything and setting himself up for failure every day. And another who is essentially working by her own logic, making her life as simple and easy as possible.  You can guess who was the more relaxed, settled and happy with life.  And this is the point. Life’s not about optimising everything. We’re human beings, but we’re trying to turn ourselves into machines that can be programmed to wake up at a particular time, jump into a bath of freezing water, do a two-hour morning exercise routine, spend an hour writing morning pages and then finish it all off with twenty minutes of meditation.  That’s not what life is about at all.  One way to get started in creating a calmer, quieter way of living is to begin with your non-negotiables. What are the things you must do each day? There are the obvious ones, such as sleeping, brushing your teeth, washing and eating. Most of those our bodies have ways of ensuring we do them. We get sleepy, and we get hungry.  But what other things would be non-negotiable for you?  For me, taking Louis out for his walk, doing a little exercise and enjoying a cup of tea with my wife when she gets home from university are non-negotiable at a personal level.  At a professional level, my non-negotiable is spending 2 hours a day creating. That could be writing, recording or planning. It doesn’t matter what I create; all that matters is that I create something.  And that’s it. Together, that’s around four to five hours a day.  Once you have established what your non-negotiables are, it becomes easy to say no to things that could interfere with them.  Another way to bring some calm and quiet back into your life is to focus on time not what you have to do.  Let me explain.  Most of what comes at us each day is not within our control. You do not know how many Slack or Teams messages you will get today. Neither do you know how many emails you will get nor what you will be asked to do.  What you do know is how much time you can dedicate to these inputs.  Over the years, I’ve learnt that if I allow 40 minutes or so each day to respond to my actionable messages and emails, I’ll mostly stay on top of my communications. Sure, occasionally I am behind, but as I can see I am getting behind, I can allow a little extra time to catch up if necessary.  I also know that if I have two hours a day to create, I’ll always hit my publication schedule.  If you work on projects, what would happen if you dedicated 2 hours a day to quiet, focused work on them? No distractions, no interruptions, just quiet, focused work. From the people I’ve worked with who have done this, they’re amazed at just how much work they get done each week. And how deadlines no longer become stressful or missed.  Two hours may not seem much, but over a working week, that’s ten uninterrupted hours. Ten hours you know you will not be interrupted by anyone.  The great thing about this approach is that you gain control over your time. And with a little consistency, you soon find yourself on top of your work.  You also learn where your limits are.  I know my brain gets tired around the 90-minute to 2-hour mark of focused work.  Sure, there are days I would love to spend three hours in focused work, but experience has taught me that the extra hour is a wasted hour. I make more mistakes; I start snatching a quick look at my messages and emails, looking for anything to distract me. That pile of washing suddenly needs to be put away, or those cups and dishes need washing and putting away.  Once you know your limits, you can work within them.  This approach is a more human way to go about your day. It’s not optimised to create impossible days, leaving you feeling exhausted, unfulfilled and disappointed with yourself.  It’s set up to work with your strengths and, more importantly, with your biorhythms. Your body’s natural rhythms.  The advantage of this kinder, calmer way of going about your day is that you naturally slow down. You have the space to deal with the urgencies and the demands of your bosses, clients and colleagues. And that results in fewer mistakes, leaving you with less corrective work to do.  The problem with being human is that we are really quite fragile. My client, who woke up at 5:00 am to fix Claude’s mistakes, will find the afternoon a dead zone. He’ll be exhausted and trying to operate at 100% with less than five hours of sleep.  That lack of sleep will likely affect his food choices at lunchtime. He’ll probably grab a quick sandwich or something else high in carbohydrates, which will spike his insulin levels, leaving him feeling drowsy afterwards.  And then we’re also susceptible to all sorts of bugs and illnesses, which can have a debilitating effect on our energy levels.  Again, not within our control unless we seal ourselves off from the outside world. Not a great idea.  I can assure you that the best approach to managing time and improving your productivity is to be human about it. Work with you and your natural state, rather than trying to be like a machine.  Take care of your three foundations: get enough sleep, eat healthy and move frequently.  Then, have a plan for the day. Not a minute-by-minute plan, but one that takes care of your non-negotiables, allows for some focused work time and has enough flexibility to take care of unknowns that will inevitably pop up throughout the day.  Since the 1980s, technological advances have consistently promised us less work and more leisure time. And yet that’s never materialised. Instead, the opposite happens.  Smartphones took business communications out of the office and made them omnipresent, leaving us with no place to hide. The desktop computer eliminated the typing pool and left managers and executives responsible for crafting their own letters and emails.  Cloud computing eliminated the filing cabinet and placed company documents within our reach 24/7, even when we were supposed to be on vacation.  What’s more, all this technological advancement has sped everything up. And it’s this speeding up that has left us with so much more to do. What used to take us three or four days to do is now expected to be done in an hour.  That’s where the problem is.  Fortunately, there are ways to mitigate this: be human. Make your own decisions about what you work on and when. Wrestle back control of your calendar and protect time to do the things that matter.  These are simple steps, not easy to implement initially, but worth putting the effort into implementing them.  As Matt D’Avella has discovered, and Samurai Matcha’s girlfriend already knew, keeping things human, simple and logical to yourself is the best way to live in a calm, quiet, focused way. Now, before I go, if what you’ve heard today in this podcast resonated with you and you want to learn more, my Quiet Productivity Method programme will do just that.  Recently updated to cover your non-negotiables, the superb daybook system and how to plan your days and weeks so you are living within your time means, this programme will teach you, step by step, how to create a system that works for you. How to find time for what you want, and much more. In addition, you will also become a part of the Quiet Productivity Method community, where you can share ideas, ask questions and join the monthly live sessions that will answer your questions and hold you accountable as you move away from the unsustainable task-based systems of old and towards a sustainable, humane, time-based system.  I do hope you can join me.  Thank you for listening, and it just remains for me now to wish you all a very, very productive week.