Mastering Productivity: Focus on Behavior Over Systems
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Chapter 1: The Cycle of Overwhelm
As the night falls, a lone manager finds himself at his desk, shaking the mouse to wake the computer screen. Notifications from his Outlook Calendar ping relentlessly—reminders of the tasks and meetings he neglected throughout the day.
Each evening, he rearranges his calendar, shifting overdue tasks to the next day, which only adds to his growing to-do list. The pressure he feels intensifies; it’s as if his workload is a funnel, constantly expanding while his ability to manage it remains stagnant. Despite being busy all day, he grapples with the question: "How did I fall behind?"
This scenario illustrates a self-reinforcing cycle rather than a true bottleneck. Many individuals look for time management solutions through structured systems—scheduling tasks, creating to-do lists, and downloading the latest productivity apps. However, the key to effective productivity lies not in these processes, but rather in our behaviors.
Section 1.1: The Human Drive for Order
The act of scheduling, list-making, and app-hunting primarily serves one purpose: to create order. As human beings, we yearn for certainty. Yet, as entrepreneurs and leaders, we must embrace the unpredictable nature of innovation and progress. The challenges we face often present themselves as uncharted territory.
When I founded Jotform in 2006, it began as a free product. The moment I decided to develop a premium version, I took a leap into uncertainty by hiring my first employee. While I was well-versed in development, I had little experience in leadership. My role evolved as my team expanded, demanding that I learn to manage and inspire others amidst ambiguity.
Mistakes were made; I hired unsuitable candidates and had to part ways with others. Nevertheless, each decision contributed to the forward momentum of the business. If we allow our fear of the unknown to impede our leadership responsibilities, we hinder our productivity.
A survey by consultants Ron Ashkenas and Robert H. Schaffer found that only 47% of managers’ work time is dedicated to managerial tasks. The remainder is spent on familiar activities that provide a sense of control, leading to the unfortunate cycle of calendar rearrangement.
Section 1.2: Finding Meaning in Chaos
Canadian psychologist Jordan Peterson has articulated that the intersection of chaos and order is where life becomes most meaningful. While complete chaos can be overwhelming, total order stifles exploration and growth.
In the context of business, a balance of planning and flexibility is crucial. Jotform’s success, with over 10 million users, is a testament to the importance of systems. Yet, we must also embrace exploration and innovation to elevate our learning and business.
Leaders who spend significant time on productive activities combine two essential traits: Energy and Focus. Energy drives us through daunting tasks, but it must be honed toward specific objectives. To truly be productive, we need to concentrate on completing tasks rather than responding impulsively to every email or meeting request.
Chapter 2: The Paradox of Uncertainty
The science behind our response to uncertainty reveals a fascinating truth. Research shows that when given a choice, our brains prefer a certain negative outcome over an uncertain one. Faced with unpredictability, our limbic system triggers an anxiety response, which diminishes our focus and drains our energy.
Sustained anxiety can lead to insomnia, creating a damaging cycle that further impairs our cognitive abilities. Embracing uncertainty, while risky, is crucial for growth. Conversely, clinging to certainty can stall progress.
Section 2.1: Reframing Anxiety
Building Jotform was a gradual process, and I avoided external funding, which prevented the pressures of rapid growth. Yet, confronting tight deadlines and problems is challenging when the mantra is to "calm down."
Interestingly, the physiological state associated with anxiety can enhance performance. Anxiety accelerates heart rates and heightens alertness—factors that can be advantageous when problem-solving under pressure.
Harvard Business School professor Alison Wood Brooks suggests instead of attempting to calm down, we should pivot our anxiety into excitement. Simply stating "I am excited" can shift our mindset and improve performance.
If you find yourself apprehensive about changes in your work routine, try thinking, "I welcome new challenges today." This technique, known as paradoxical intention, has helped many break free from cycles of avoidance.
Ultimately, productivity is more closely tied to managing our mindset than merely organizing our time. While rearranging schedules may feel productive, it doesn't address the root of unproductivity. Focus on refining your internal environment, as it is more controllable than the external one.
Thank you for reading. Connect with me on Twitter here.